Executive Assistant

PLEASE READ:

This is a 18 month contract with potential for extension.

Successful candidate must be available ASAP.

This position is fully in office (Bay Street).

Your new company

Hays Specialist Recruitment has partnered with a private equity company located in Toronto, ON. We are looking to hire a Executive Assistant to join their team on a contract basis of 18 months, which has the possibility of extension.

Your new role

1. Support senior Executives: CFO, Managing Partners, Managing Directors, Senior Vice Presidents and Vice Presidents.
2. Calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings that may be in different time zones.
3. Organize complex travel arrangements as required, ensuring they align with budgetary constraints and company policies, partnering with Direct Travel, and update executives’ calendar with details and ensure they are organized.
4. Create and modify PowerPoint presentations (i.e. Marketing Materials, Investor Relations documents) including formatting of charts, graphs and images.
5. Interpret and anticipate the needs of the team and proactively bring together appropriate resources to be supportive in addressing upcoming travel, corporate events, etc.
6. Facilitates meetings, virtual & onsite, sits in on meetings, prepares minutes, agendas, follow up, quarterly reporting.
7. Coordinate and book all company events - books the venues, catering, flights, accommodation and speakers.
8. Promptly respond to requests from internal and external individuals with accuracy and a courteous demeanor.
9. Be the point of contact for any in-house meetings, always greet guests with professionalism and a friendly demeanor.
10. Expense management through Concur – tracking and managing expenditures.
11. Process invoices through Dynamics 365.
12. Facilitates any office moves, works with vendors, contractors.
13. Occasional after-hours assistance – coordination of multiple time-zone meetings and travel logistics.
14. Assisting with ad-hoc projects.
15. Additional administrative tasks including: mail, copying and binding.
16. Handle confidential information with the utmost discretion.

Requirements:

1. A minimum of three (3) years’ experience as an Executive Assistant – experience supporting multiple executives is a must.
2. Completed post-secondary education.
3. Highly proficient in MS Office (Word and Excel).
4. Experience processing expenses using Concur is an asset.
5. Experience creating and updating PowerPoint presentations.
6. Extremely organized, must be able to manage multiple priorities and work comfortably and efficiently in a fast-paced, corporate environment.
7. Personable, high EQ and knows when to jump in and work as a team when needed.
8. Exceptional professional decorum with the ability to interact and communicate with individuals at all levels, both internally and externally.
9. Team player and collaborative, can work well with the other EAs to support the changing needs of the business.
10. Overtime may be required. Must be available to respond to changes, scheduling conflicts, travel changes.