Executive Assistant

Artisan Corporation; Toronto; On-site; CAD 55,000 - 85,000; Full time

Job summary

Artisan Corporation is seeking an Executive Assistant to provide direct support to the senior leadership team. You will manage calendars, coordinate travel, prepare correspondence and materials, and facilitate meeting planning to ensure the leadership team operates smoothly.

The ideal candidate has at least 2 years of executive administration experience, superb interpersonal skills, and proficiency with Microsoft Word, PowerPoint, Excel and Outlook.

Qualifications

• 2+ years of executive administration experience or equivalent
• Strong interpersonal and diplomacy skills across all levels
• Ability to prioritise in a collaborative environment
• Ability to work in a fast-paced environment and adapt to change
• Highly proficient in creating and editing documents and presentations
• Strong calendar management and scheduling skills

Responsibilities

• Act as the key contact for the executives you support
• Manage and maintain calendars, coordinate meetings and travel arrangements
• Monitor inboxes and manage meeting proposals, action items and inquiries
• Organize meetings, video and in‑person, book locations and equipment
• Coordinate with facilitators and presenters to deliver materials on time
• Support senior management with meeting planning and materials
• Coordinate travel and hotel arrangements as needed
• Identify opportunities to add value and meet deadlines
• Collaborate with other executive assistants to plan events and meetings
• Adapt work practices to support senior management goals
• Support VP activities for employee engagement
• Prepare meeting agendas and ensure information is accessible for meetings

Skills

Executive support

Calendar management

Travel coordination

Interpersonal skills

Prioritization

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Job description

As an Executive Assistant, you play a critical role by providing direct support to the senior leadership team within the BAZ Group. You will be accountable for managing schedules, departmental events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with the BAZ Group Leadership and business partners on behalf of the leadership team, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials, and prepare / act as a pre-verification officer for department expense reports.

WHAT WILL YOU DO?

• Act as the key contact for the executives that you will be supporting.
• Manage and maintain calendars, coordinates meetings, conferences, and travel arrangements for the Executives.
• Responsible for monitoring inboxes to help manage meeting proposals, action items and address and delegate inquiries.
• Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports.
• As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
• Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
• Coordinate travel and hotel arrangements for the team, as needed.
• Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.
• Work closely with other executive assistants in the organization to effectively plan meetings, events and manage calendar series.
• Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
• Support the VPs in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect opportunities with VPs)
• Prepare presentation materials and meeting agendas, as required.
• Ensure relevant information is accessible, assembled and prepared for meetings.

WHAT DO YOU NEED TO SUCCEED?

MUST HAVE:

• 2+ years' experience of executive administration/coordinator experience, providing support to senior level management or relevant experience.
• Strong interpersonal and diplomacy skills. Comfort in dealing with individuals across all levels of the organization.
• Ability to thrive in a collaborative environment with a strong capability to prioritize activities.
• Ability to work in a fast-paced environment. Adapt to change and navigate continuously shifting requirements.
• Ability to work efficiently and accurately with minimal supervision.
• Highly proficient in Microsoft Word, Power Point, Excel, Outlook. Ability to create and edit documents, PowerPoint slide decks as per guidance provided.
• Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills.

Job Skills

• Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software