Executive Assistant

Mindtris; Golden Horseshoe; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in the Golden Horseshoe area is seeking a skilled Executive Assistant to support senior management. The ideal candidate will have extensive experience in administrative duties, excellent communication skills, and proficiency in Microsoft Office Suite. This full-time role requires in-office presence five days a week, focusing on enhancing executive efficiency and managing complex schedules.

Qualifications

• 7 years of experience supporting senior management, especially c-suite.
• Able to manage multiple priorities under pressure.
• Demonstrated ability to handle confidential information.

Responsibilities

• Manage executive schedules, correspondence, and travel arrangements.
• Prepare documents, presentations, and meeting minutes.
• Coordinate complex meetings and functions for stakeholders.

Skills

Communication

Interpersonal Skills

Time Management

Education

College degree

Tools

Microsoft Office Suite

SharePoint

Workday

Job description

Candidate will be required to be IN-OFFICE 5 days a week (Monday - Friday)

Description

• Anticipating and initiating appropriate actions to conserve the leader’s time, e.g., manage their schedule, manage access, screen and respond to routine and complex e-mails and correspondence.
• Prepares correspondence, documents, presentations, meeting minutes and other reports including tracking and reconciling expense reports.
• Managing and maintaining appropriate business files, ensuring adherence to corporate document retention policies and practices.
• Interacting with the Executives, Board members and high-profile external stakeholders to provide professional support services including meeting or function arrangements.
• Forming strong partnerships with multiple internal stakeholders to deliver / provide value-added support.
• Coordinating complex corporate files / matters on behalf of the business.
• Coordinating complex company meetings, conferences, and functions for internal and external stakeholders.
• Arranging executive travel (domestic and international) with detailed itineraries.
• Providing area-specific knowledge to achieve desired results.
• Providing backup relief and support to other administrative assistant team members as required.

Who You Are

• 7 years of directly related experience performing administrative duties and providing support to senior level management, in particular c-suite level experience.
• Character that is reliable, open, considerate and accommodating.
• Able to manage multiple priorities under pressure, independently.
• Able to prepare and revise documents for use by senior and executive leaders.
• Demonstrated ability to prepare correspondence using excellent grammar, spelling, punctuation and proofreading skills.
• Demonstrated ability to create and manage materials at Sr. Executive level.
• Demonstrated ability to recognize and work with confidential information in a professional manner.
• Advanced knowledge of Microsoft Office Suite of tools, applicable software, company databases, enterprise structure and standard operating procedures.
• Excellent communication (both spoken and written).
• Able to manage relationships at all levels of the enterprise, including direct or indirect oversight of staff and / or contractors.
• Demonstrate a high level of discretion, tact and diplomacy in dealing with senior level internal and external contacts, and highly confidential or sensitive information.
• Able to establish, promote and maintain good public relations internally and externally.
• Able to work as an integral part of the Executive Assistant team.
• Manage and coordinate multiple calendars while also being able to prioritize, organize and coordinate work effectively in a proactive and resourceful manner.
• Exercise excellent interpersonal skills and demonstrate the ability to work with employees at all levels within and outside the organization in a highly professional manner in addition to collaborating with the administrative assistant team.

You Are

• Able to network and use a variety of internal resources to get things done in a fast paced and demanding work environment where you will maintain and demonstrate current knowledge of organization and business operations.
• A strong user of the Microsoft Office Suite (i.e. Microsoft Outlook, Word, Excel, Power Point), SharePoint and cloud-based applications such as Workday at a high level of proficiency with strong knowledge of company databases, enterprise structure and standard operating procedures.

The Following Are Considered Assets

• Prior experience supporting executive level is mandatory.
• College degree considered an asset.
• Experience with Workday considered an asset.
• Experience working within an Energy company considered an asset.

Mindtris, a minority women-owned enterprise, is at the forefront of digital transformation, technology excellence, and business growth solutions. Specializing in talent mobilization and innovation, we are dedicated to enhancing customer experiences across diverse sectors such as Information Technology, Telecommunications, Healthcare, Engineering, and the Public sector. With a focus on deploying top-tier talent and fostering innovation, we empower businesses to thrive and excel in a rapidly evolving digital landscape, helping them reach new heights of success.

Mindtris is committed to fostering workforce diversity and is proud to be an equal opportunity employer.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• IT Services and IT Consulting

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Executive Assistant • Golden Horseshoe, ON, Canada