Executive Assistant

STS Capital Partners; Canada; Remote; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking an Executive Assistant to provide comprehensive support to its Managing Directors. The role involves scheduling, email management, meeting preparation, and database updates, requiring strong organizational skills and proficiency in MS Office and CRM systems. Ideal candidates will demonstrate experience in fast-paced environments and have a keen ability to manage multiple tasks while maintaining effective communication.

Qualifications

• Intermediate to advanced proficiency in MS Office, particularly Outlook, Word, Excel, Teams.
• Proven experience with CRM systems, familiarity with online data-management programs.
• Experience supporting Top Management in a sales administrative role.

Responsibilities

• Manage scheduling and travel arrangements for executives.
• Prepare documents and information packs for meetings.
• Organize executives' email correspondence and priorities.

Skills

MS Office

CRM systems

Internet research

Data management

Emotional Intelligence

Communication Skills

Prioritization and Organization

Strategic Multitasking

Job description

Join to apply for the Executive Assistant role at STS Capital Partners

Join to apply for the Executive Assistant role at STS Capital Partners

The purpose of this role is to provide comprehensive executive support to STS Managing Directors, ensuring smooth operations and effective communication within STS.

Responsibilities

Schedule Management

• Booking meetings/conference calls with internal and external parties
• Arranging travel as required for executives (and families) and manages points/credits
• Supporting communication for billing to clients for travel

Meeting Preparation

• Arranging all documents for printing or publishing
• Preparing Info Packs based on research and database pulls
• Liaising with hotels/restaurants/external parties for special requests
• Event support as required

Updating Database and Log

• Entering based on transcriptions, emails, outreach tracking sheets, reports, contact reports to the STS CRM system
• Checking off or assigning action items to relevant persons where applicable
• Following up with team members to enter missing relevant data into the STS CRM system
• Inputting postings and profiles of contacts that team members meet
• Basic research and adding profiles of people to the STS CRM system
• Emailing or calling contacts to update the STS CRM system with new contact information

Email Management

• Organizing and processing Executives’ mailbox
• Prioritizing correspondence to and from Executives; via email, transcription, live discussions, and voicemail
• Includes replying to correspondence, engaging, as needed, other team members to respond to correspondence and copying relevant team members on correspondence received/sent to ensure proper communication flow

Support of Annual Holiday Card Project

• Other projects as assigned
• Providing support to team members in the Office of the Chairman

Requirements and Skills

• Intermediate to advanced proficiency in technologies such as but not limited to MS Office (specifically Outlook, Word, Excel, Teams) and must be adaptable to other technologies.
• Proven experience using a CRM system such as but not limited to Microsoft Dynamics or Salesforce
• Familiarity with internet research
• Proven experience in working with online data-management programs
• Proven experience in a fast-paced and results-driven environment
• Proven experience in supporting Top Management in a sale’s administrative role
• Proven experience in working effectively both independently and as part of a team
• Prioritization and Organization:Skill in effectively sorting tasks and maintaining structured organizational systems to ensure timely handling of important matters.
• Strategic Multitasking and Big-Picture Thinking:Ability to manage multiple tasks concurrently while focusing on long-term objectives and overall organizational goals, enabling proactive planning and resource allocation.
• Decisive Action:Capability to anticipate challenges and opportunities, coupled with the agility to make quick and firm decisions to address them effectively.
• Emotional Intelligence:Demonstrated proficiency in managing emotions, maintaining composure, and making rational decisions even in stressful situations, while upholding professionalism and discretion in communication.
• Communication Skills:Proficiency in clear and persuasive communication, coupled with the ability to handle sensitive information confidentially, ensuring effective communication while maintaining trust and confidentiality

Location

Remote - PST

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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