Executive Assistant

Peerage Realty; Toronto; On-site; CAD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a detail-oriented Executive Assistant to support its executives in a dynamic environment. This role is pivotal in ensuring smooth operations through effective calendar management, travel coordination, and communication facilitation. The ideal candidate will thrive in a fast-paced setting, demonstrating exceptional organizational skills and a commitment to confidentiality. Join a forward-thinking company that values efficiency and teamwork, and play a key role in supporting strategic initiatives and enhancing executive productivity.

Qualifications

• 3-5 years of experience as an Executive Assistant or Personal Assistant.
• Proficiency in MS Office Suite is essential.

Responsibilities

• Provide high-level administrative support to executives.
• Manage and prioritize the executive’s calendar and travel arrangements.
• Plan and execute internal and external events.

Skills

MS Office Suite

Time Management

Communication Skills

Organizational Skills

Confidentiality

Education

High School Diploma

Bachelor's Degree (preferred)

Job description

5 days ago Be among the first 25 applicants

The Executive Assistant will provide high-level administrative support to the Chief Financial Officer, and General Counsel of the company, ensuring smooth daily operations and efficient management of their schedules. This role includes coordinating meetings, supporting internal and external stakeholder management, handling correspondence, managing travel arrangements, and assisting with strategic initiatives. The ideal candidate will be highly organized, detail-oriented, capable of maintaining confidentiality, and skilled in facilitating communication across various teams and departments.

Key Responsibilities include, but are not limited to:

• Administrative Support: Provide high-level administrative support to executives, including managing schedules, organizing files, preparing reports, and handling various executive tasks to ensure smooth daily operations.
• Calendar Management: Manage and prioritize the executive’s calendar with the expectation of developing and maintaining a 12-month business calendar and a 6 month outlook updated and distributed on the 1st of each month.
• Meeting Scheduling and Coordination: Ensure all meetings are scheduled accurately and efficiently with a 24–48-hour service level agreement for meeting requests.
• Oversee the process for management team meetings including booking meetings, ensuring strong meeting connectivity, soliciting input, distributing meeting agendas, and summarizing next steps.
• Reporting and Event Scheduling: Plan, schedule, and execute monthly/quarterly reporting, town hall meetings, business plans, budget, and quarterly results.
• Corporate Communication: Manage and communicate key annual rollouts, such as the business plan, budget, and quarterly results.
• Vendor Management and Meetings: Schedule and organize annual and routine vendor management meetings. Maintain detailed notes, follow up on action items, and recommend key communication strategies to celebrate successful partnerships.
• Facilitate the planning and execution of introduction and launch meetings for new suppliers, ensuring all key stakeholders are aligned and objectives are clearly communicated.
• Conference and Public Speaking Planning: Proactively plan and prepare for all external conference engagements, including advisor and board participation, as well as public speaking opportunities.
• Travel Management: Plan, organize, and manage all aspects of executive and team travel, including booking flights, accommodations, transportation, tracking travel budgets, and ensuring alignment with leader preferences
• Expense Reporting Oversight: Oversee the completion of expense reports, ensuring all expenses are accurately documented, submitted in a timely manner, and in accordance with company policies.
• Event Planning and Execution: Plan and execute internal and external events, handling logistics such as venue selection, catering, and guest coordination to ensure seamless operations.
• Confidentiality: Maintain a high level of confidentiality and discretion when handling sensitive information, ensuring compliance with company policies and relevant legal requirements.
• Manage Inventory: Oversee the processing of all incoming orders, ensuring accurate tracking and documentation of each purchase in an organized Excel database for easy reference and reporting
• Accounting Support: Assist in preparing monthly and annual accounting reconciliations by liaising with the finance team.

Requirements:

• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
• A minimum of 3-5 years of experience as an Executive Assistant or Personal Assistant
• Excellent time management and communication skills

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Real Estate and Investment Management

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