Executive Assistant (16-Month Contract)

Summit Search Group; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading organization in the insurance industry is seeking an Executive Assistant to support the President. This role requires exceptional organizational skills, discretion, and the ability to manage various administrative tasks efficiently. The ideal candidate will be proactive, detail-oriented, and possess strong communication skills, ensuring seamless operations within the executive team. Join a dynamic environment where your contributions will enhance the effectiveness of senior leadership.

Qualifications

• 5+ years of experience supporting a top executive.
• Advanced proficiency in Microsoft Office suite.

Responsibilities

• Manage the President's calendar and correspondence.
• Coordinate meetings and events, ensuring all documents are prepared.
• Act as the primary point of contact between the President and stakeholders.

Skills

Organizational Skills

Time Management

Communication

Interpersonal Skills

Attention to Detail

Client Focus

Education

Post-secondary degree or diploma

Tools

Microsoft Office

Job description

About Our Client: Our client is a highly reputable organization in the insurance industry.

Position Scope:
The Executive Assistant will support the President of the organization directly. They are expected to maintain a high degree of confidentiality while maintaining the President’s calendar, correspondence, and a wide range of administrative and executive support-related tasks.

The Executive Assistant will manage information flow in a timely manner, with a high level of professionalism. The position requires anticipating needs, critical thinking, and offering solutions to problems with professionalism and discretion. This is an integral role in the organization, ensuring the President remains organized, while also supporting and collaborating with the senior leadership team on various initiatives.

Responsibilities:

• Extensive calendar management, triaging requests, ensuring the President is briefed before meetings and that their day is on track and running according to schedule
• Manages and books travel arrangements, ensuring tickets, itineraries, and all required meeting documents are prepared well in advance
• Coordinates meetings and events, including agenda development and distribution, reservation of meetings rooms, and preparation, compilation, and distribution of supporting documents
• Reviews and prioritizes correspondence/emails, including the drafting of responses where appropriate and/or redirection to the appropriate individual for response
• Produces documents, including presentation materials and reports
• Manages business expense submissions
• Acts as primary point of contact between the President and the executive team, employees, and external stakeholders
• Develops knowledge of external stakeholders in order to enhance service and high quality deliverables
• Performs general office administrative tasks such as organizing lunches, planning retirement parties, ordering supplies, arranging for service on office equipment, etc.
• Maintains an organized and effective filing system for the President, committees and boards.
• Assists in planning and organizing various organizational events
• Liaises with the Board of Directors and assists in coordinating and planning key meetings and documents required in advance
• Prepares technology for meetings and ensure there are no technical issues for the presenters
• Attends meetings and takes minutes

Required Skills and Knowledge:

• Exceptional organizational and time management skills
• High attention to detail
• Able to work both independently and collaboratively within a team environment
• Able to multi-task and work within cross-functional departments
• Self-starter, comfortable completing a high volume of tasks with minimal guidance
• Strong communication skills, both oral and written
• High degree of client focus, with a strong service-oriented attitude
• Strong interpersonal skills with ability to build effective working relationships with stakeholders at all levels
• High sense of discretion and tact
• Strong eye for detail when preparing or editing documents, communications or presentations
• Positive attitude towards work and desire to go above and beyond

Education and Experience:

• Post-secondary degree or diploma (University degree preferred)
• 5+ years of experience in a similar role, supporting a top executive
• Advanced proficiency in Microsoft Office suite of products (Word, Excel, Outlook, PowerPoint)

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.