Executive Assistant to the CEO

MT Talent Solutions Inc.; St. Catharines; Hybrid; CAD 75,000 - 90,000; Full time

Job summary

An established industry player is seeking a dynamic Executive Assistant to support their CEO in a hybrid role. This position involves overseeing the CEO's calendar, managing communications, and coordinating travel arrangements. The ideal candidate will possess exceptional organizational skills, emotional intelligence, and a proactive attitude. Join a company that values professional development and offers a supportive leadership team. This role promises to be both challenging and rewarding, providing an opportunity to make a significant impact within a collaborative environment.

Benefits

Full employer paid benefits

RRSP matching

Flexible hybrid work

Employee-centric culture

Qualifications

• 5+ years of experience supporting C-Suite level professionals.
• High emotional intelligence and discretion in handling sensitive information.

Responsibilities

• Manage the CEO's calendar and communications efficiently.
• Coordinate travel arrangements ensuring seamless experiences.

Skills

Administrative Support

Communication Skills

Organizational Skills

Discretion and Confidentiality

Emotional Intelligence

Proactive Attitude

Education

Post-secondary diploma or degree in Business Administration

Tools

MS Office Suite

Job description

Executive Assistant

Location: Welland, Ontario (hybrid)

The Opportunity

MT Talent is happy to partner with a leading insurance provider to source a dynamic Executive Assistant to support the CEO.

The Executive Assistant (EA) is a liaison between the CEO and all other areas of the company. The EA oversees the CEO's schedule, handles communication and email correspondence, coordinates cross-departmental meetings, and organizes travel arrangements. This role will also manage occasional personal scheduling/planning. Being a key representative of the company and brand, the EA will have a high level of discretion, professionalism, critical thinking skills and the ability to pivot to meet the needs of the business.

What’s In It For You

• Competitive salary based on experience ($75000-90000)
• Full employer paid benefits
• RRSP matching
• Flexible hybrid work
• Employee-centric company culture that supports professional development and growth
• Empowering, transparent, and supportive leadership team
  
  

Here’s what you will do as an Executive Assistant:

• Oversee and coordinate the CEO’s calendar and email, delegating correspondence to appropriate parties and/or being the voice of the CEO in communications when warranted. The EA will ensure communications are handled in a clear, timely, professional manner that mirrors that of the CEO, the company values and priorities.
• Proactively manage and complete tasks, projects, and assignments as directed by the CEO, ensuring high-quality execution and timely delivery. Anticipates any potential risks, obstacles, and needs of the CEO and actions accordingly.
• Facilitates and enhances collaboration and communication between all function of the business by organizing and coordinating internal and external meetings, cross-departmental meetings, ensuring logistics, any necessary accommodations are made, and follow-up is completed.
• Book and coordinate travel for the CEO, including flights, accommodations, and transportation, ensuring a seamless travel experience for business-related trips within Ontario, Canada, and internationally.
• Handle sensitive and confidential information with the highest level of professionalism and discretion.
• Ensure that all appointments, meetings, and deadlines are managed efficiently, minimizing scheduling conflicts and ensuring that all priorities are met.
• Provide administrative support for strategic initiatives, ensuring timelines are met and all necessary resources are in place.
• Build and maintain strong relationships with key internal and external stakeholders.
• Prepare reports for the CEO, using internal data to produce clear, concise, and actionable insights.
• Assist in the creation of presentations for the CEO.
• Schedule personal appointments and manage personal errands for the CEO on occasion, which includes arranging property management services, maintenance, repairs, and other related tasks.
  
  

Here’s what you will need to be successful in this role:

• Post-secondary diploma or degree in Business Administration, Management or similar.
• 5 or more years of experience supporting C-Suite level professionals with administrative tasks.
• Experience in financial services or a similar corporate environment is an asset.
• Exceptional communication and interpersonal skill with an ability to “read the room”, build and maintain professional, collaborative, positive relationships with internal and external stakeholders.
• Highly organized with an ability to prioritize effectively, manage multiple-priorities in a calm, professional demeanor, deliver accurate and high-quality work.
• High emotional intelligence, discretion, professionalism and confidentiality at all times.
• A proactive attitude with a proven ability to anticipate needs, make sound decisions with minimal supervision.
• Excellent computer skills, including full MS Office Suite (Teams, Outlook, PowerPoint, Excel, Word).
• Strategic mindset with strong business acumen.
• Flexibility with a demonstrated ability to pivot, remain agile and positive in a fast-paced corporate environment.
• -level administrative experience, with a proven track record in a fast-paced, multi-departmental environment. Previous experience supporting senior leadership, particularly in a business management or operations capacity, is preferred.
• Several years’ experience booking and coordinating complex travel arrangements, ensuring travel is seamless and aligns with business priorities.
• Ability to support and track strategic projects, ensuring timelines are met and resources are efficiently allocated. PMP and/or Project Management experience is an asset.
  
  

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