Executive Assistant

OSL Retail Services; Mississauga; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

3 weeks vacation

Savings plan

Career development

Job summary

OSL Retail Services is seeking an Executive Assistant to provide senior-level administrative and personal support to the CEO and family. You will manage complex calendars, coordinate domestic and international travel, and assist with business and personal tasks to keep operations smooth.

The ideal candidate will be dynamic, discreet, and capable of multitasking under pressure, with excellent communication and problem-solving skills. Some travel is required.

Qualifications

• 3+ years of administrative experience supporting a Senior Executive in a fast-paced setting.
• Proven ability to maintain confidentiality and exercise professional discretion.
• Strong communication, organizational, and relationship management skills.

Responsibilities

• Prioritize calls, meeting requests, and communications for the CEO.
• Plan and arrange travel for the CEO and family, including accommodations and itineraries.
• Coordinate business and personal events, venues, catering, and entertainment.
• Manage calendar, prepare proposals and client documents, and track expenses.
• Prepare PowerPoint presentations and generate reports from Microsoft Suite.
• Assist with personal requests and run errands as needed.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Multitasking & prioritization

Tools

Microsoft Office

Adobe

Dropbox

Google Apps

PowerPoint

Job description

The Executive Assistant will provide senior level executive administrative support to the CEO/President for a Global Technology Company as well as personal assistant to the CEO and family. The ideal candidate must be dynamic, confidential, and ability to multi-task.

The candidate must thrive in fast-paced environments, be able to manage through ambiguity and complexity, create and simplify processes, and simultaneously support and prioritize varying requirements/tasks impacting a growing organization. This role requires excellent communication and organizational skills and the ability to identify and eliminate bottlenecks, provide escalation management, anticipate, and make trade-offs and balance administrative and business needs versus operational constraints in alignment with the executive's preferences. Maturity, curiosity, creative problem solving, and the ability to work as part of a team are all essential for success in this role.

Role Responsibilities:

• Prioritize incoming phone calls, meeting requests, conference calls, and communications.


• Research, book, and arrange travel for the CEO/President and family members, including transportation services, private aircraft or commercial travel, accommodations, meal and event reservations and preparation of comprehensive itineraries.


• Plan and execute business and social events including researching and booking venues, compiling guest lists, organizing catering and entertainment, and running the event.


• Execute on property management and financial settlements.


• Prepare proposals, letters, client documents as required.


• Organize and manage the processing of all charitable donations.


• Anticipate and organize calendar, travel plans and expenses.


• Proactively identify opportunities to optimize processes to drive business results.


• Assist in the creation of PowerPoint presentations.


• Utilize Microsoft Suite to create reports, analyze data, and report on trends.


• Research and carry out diverse and far-ranging personal requests and ensure ad hoc requests are completed in a timely manner.


• Running errands where required e.g. banking, shopping, delivery of personal correspondence.

Qualifications:

• 3+ years’ administrative experience supporting a Senior Executive in a fast-paced environment with multiple demands and an ever-changing schedule.


• Expert proficiency in Microsoft Suite including Adobe, Word, Excel, PowerPoint, Dropbox, Google.


• Discretion, tact, and loyalty; understands the importance of maintaining strict confidentiality.


• Polished, confident and professional manners as well as excellent communication and relationship management skills.


• Independent and resourceful self-starter with the ability to manage multiple requests and meet deadlines.


• Proactive with the ability to solve problems, be creative, intuitive and anticipate needs.


• Strong team player with the ability to work independently.


• Demonstrated ability to perform well under pressure.


• Strong focus on accuracy and attention to detail.


• Flexible and adaptable in an environment with growing business needs.


• Ability to respond to out-of-hour requests according to the Executives’ needs as required.


• High energy and positive attitude.


• Some travel is required.

What’s in it for you:

• Generous time off: Start with 3 weeks of vacation, plus extra flex days to recharge.


• Retirement support: Company-sponsored savings plan to help build your financial future


• Career growth: Ongoing training, development, and programs to help you advance.

The Interview Process:

• Step 1: If your profile is a match, we will invite you for a first conversation with the recruiter.


• Step 2: The next step is an in-person interview with the Director Talent Acquisition.


• Step 3: The final step is an in-person interview with the President/CEO.

We thank all interested applicants; however, only qualified candidates will be contacted. This position requires successful completion of a criminal background check.

Disclaimer: As part of our recruitment process, we utilize artificial intelligence (AI)-based tools to assist with certain stages, including initial resume screening and skills-matching assessments. These tools are designed to help our hiring team identify candidates whose experience and qualifications align closely with the requirements of the role. Please note that all final hiring decisions are made by our recruitment team. The preceding job description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. In compliance with Ontario’s Bill 190, we confirm that this posting represents a current existing vacancy within our organization.