Executive Assistant

Foresters Financial; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A financial services organization in Toronto seeks an Executive Assistant to provide comprehensive support to senior executives. Responsibilities include managing calendars, arranging travel, and preparing various documents. The ideal candidate will have over 10 years of experience in executive support with strong customer focus, communication skills, and proficiency in Microsoft Office. This hybrid role offers a dynamic work environment and competitive compensation.

Qualifications

• 10+ years’ experience working at a senior executive support level.
• Strong understanding of corporate practices.
• Ability to handle sensitive and confidential material.

Responsibilities

• Manage calendars for senior executives and orchestrate daily activities.
• Arrange travel plans including coordination of arrangements.
• Prepare agendas, spreadsheets, and correspondence.

Skills

Customer focused

Multi-tasking

Attention to detail

Communication skills

Problem-solving

Education

Post-secondary education in Business Administration

University degree

Certifications in executive administration

Tools

MS Word

MS Excel

Outlook

PowerPoint

SharePoint

Job description

Job Description

Key Responsibilities

• Meticulously managing calendars for the Global Chief Information and Operations Officer & Chief Commercial Officer, prioritizing and rescheduling as required, to ensure an organized daily schedule and orchestrate the smooth flow of daily activities, including both internal and external meeting attendees
• Arrange all travel plans for the Global Chief Information and Operations Officer & Chief Commercial Officer as required, which includes coordinating travel, car and hotel arrangements
• Process expense reports through Workday including Amex, Visa and Out-of-Pocket
• Manage the confidential files of the Global Chief Information and Operations Officer & Chief Commercial Officer to allow for quick retrieval, both hard and soft documents
• Ensure that all Foresters policies and procedures are implemented regarding expense management, invoice management, travel policy, and other policies
• Prepare agendas, spreadsheets, correspondence and draft memos, presentation materials and handouts, letters and other documents as required for review, revision and approval
• Keep informed of all activities within the business areas managed by the Global Chief Information and Operations Officer & Chief Commercial Officer, and assist where required

Key Qualifications

• Education (minimum required) : Post-secondary education in Business Administration, Office Administration, or a related field is required
• A university degree is preferred
• Additional certifications in executive administration or project coordination are considered an asset
• Experience (minimum required) : 10+ years’ experience working at a senior executive support level with a solid understanding of corporate practices
• A strong alignment with Foresters organizational values
• Customer focused and flexible, working under pressure, multi-tasking and responding to frequently changing needs, multiple and competing priorities, and keen attention to detail and quality
• Willing to accommodate meeting schedules that may span different time zones and work patterns
• Strong technical capabilities, including an advanced working knowledge of MS Word, MS Excel, Outlook, PowerPoint and SharePoint
• High degree of initiative, confidence and self-direction
• Must be self-motivated and solution driven
• Confident verbal and written communication skills, with polished professional writing, and the ability to proof-read and craft organization documents
• Strong interpersonal skills and team orientation to be able to interact and build relationships with all levels of staff and management
• Effective problem-solving abilities to be able to proactively resolve administrative questions and challenges expeditiously and in accordance with Foresters procedures
• Ability to think strategically and tactically, assess options for short- and long-term impacts and act decisively
• Ability to handle sensitive and confidential material with the utmost professionalism

#LI-Hybrid