Executive Assistant

Executive Assistant to the CEO and Board of Directors Liaison

Salary up to 110,000, parking, 100% employer paid benefit plan, a robust RRSP, 3-4 weeks of vacation and other employee perks!

This is a HYBRID role (working approx. 3 days per week in the office). The office is in North York and a 5-6 minute walk from transit.

The OPPORTUNITY: Our client is an organization that has a long, stable history in Toronto and provides support and care to many Torontonians. They are seeking an Executive Assistant to support a busy and dynamic CEO and also be a liaison with the Board of Directors. This CEO is looking for a long-term partnership as the CEO knows the true value that an EA can provide. In this role you will be responsible for assisting a busy CEO with extensive and complex calendar management, triaging email and providing a high level of administrative support. The successful candidate will possess drive, initiative and a passion to contribute to the success of the CEO, the Board of Directors and the organization! If you are an individual who enjoys working in a dynamic and collaborative environment, then we want to hear from you!

Duties and Responsibilities:

• Efficiently manage all day-to-day administrative matters of the CEO.
• Managing the CEOs calendar, ensuring demands are effectively prioritized and the time of the CEO is utilized in an efficient and effective way.
• Liaising with the CEO and their direct reports through information sharing and follow-up, while maintaining a high level of confidentiality and discretion.
• Keen ability to build and maintain relationships with internal and external stakeholders, Board of Directors, prominent community leaders and executives.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, reviewing Board materials and reports, etc.
• Evaluating, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Organizing and coordinating events in collaboration with other teams, such as off-site meetings, conferences and business functions on behalf of the CEO.
• Coordinating travel (flights, accommodation and car service), provide detailed itineraries, and agendas and compile documents for travel-related meetings.
• Assisting the CEO in preparing Board and Committee meeting materials, meeting submission timeline and deadlines as well as coordinating and attending leadership/ management meetings to take minutes. Attend executive and Board meetings, take minutes and follow up on action items. Maintain minutes for BOD meetings.
• Accurate and timely management of all expense submissions for the CEO and for external Board expenses, following protocols to obtain necessary approvals.
• Providing a bridge for smooth communication between CEO’s office and internal departments while demonstrating leadership to maintain credibility, trust and support.
• Perform ad hoc and other duties as required.

Qualifications:

• Previous experience supporting a C-level executive and experience working with a Board of Directors.
• Post Secondary Education (Diploma or Degree) is a definite asset.
• Exceptional written and verbal communication skills.
• Possesses the ability to be extremely detail oriented in a fast paced and dynamic environment.
• A critical thinker with the ability to exercise sound judgment, confidentiality, discretion and integrity at all times.
• Possesses the ability to build relationships with prominent executives and external stakeholders.
• Excellent time management skills to assist with the efficient management of the CEOs’ time.
• Possesses the ability to recognize and identify constantly changing and shifting priorities to ensure all deadlines are met.
• Self-motivated, proactive, resourceful and has the ability to remain calm while working with deadlines.
• Advanced proficiency in Microsoft Office applications.
• Possesses tact, diplomacy and enjoys building relationships with internal and external stakeholders.