Executive Assistant (Contract)

Peak Associates Limited; Mississauga; On-site; CAD 75,000 - 106,000; Full time

Job summary

A leading company in the Entertainment Technology sector is seeking an Executive Assistant for a 1-year contract position. The role involves providing essential administrative support to the finance department, including managing schedules, coordinating travel, and assisting with financial processes. Ideal candidates will have strong organizational skills and experience supporting executives, with proficiency in Microsoft Office and finance-related tools.

Qualifications

• At least one year supporting an executive required.
• Proficient in Outlook, Microsoft Office Suite.
• Experience with Concur, Blackline, Workiva, or SAP is an asset.

Responsibilities

• Provide comprehensive administrative support to the finance team.
• Manage schedules, coordinate meetings, and handle communications.
• Support the quarterly financial close process and tax filing.

Skills

Communication

Organizational Skills

Time Management

Interpersonal Skills

Self-motivation

Education

Diploma, Associate’s or Bachelor’s degree in business, communications, or related field

Tools

Outlook

Microsoft Word

Excel

PowerPoint

Concur

Blackline

Workiva

SAP

Job description

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Director of Recruitment at Peak Associates Limited | Connecting Talent to Opportunity

Our client is a leader in the Entertainment Technology sector with 50+ years of expertise.

Please note this is a 1-year Contract Position.

The Executive Assistant plays a crucial role in supporting the Finance organization. This position is essential for ensuring smooth operations within the finance department by providing comprehensive administrative support. The Executive Assistant is responsible for managing schedules, coordinating meetings, handling communications, and facilitating various administrative tasks that contribute to the efficiency and effectiveness of the finance team.

What You’ll Do:

1. Provide administrative support including organizing and maintaining SVP Outlook calendars, data entry, copying, printing, shipping, and ordering office supplies.
2. Arrange domestic and international travel, transportation, and accommodations in conjunction with Corporate travel; prepare comprehensive and detailed itineraries.
3. Coordinate appointments, meetings, events, and prepare participant materials/presentations for team meetings and townhalls.
4. Organize, prepare, and process executive expense reports.
5. Coordinate third-party invoices ensuring they are tracked, coded, approved, uploaded, and paid; proactively follow up on outstanding items.
6. Provide support with online banking administration, capital expenditure administration, basic sales tax returns, and other finance-oriented tasks.
7. Support the quarterly financial close process, liaising between finance, auditors, and other departments.
8. Assist with the tax filing process, including liaising with other teams within Finance.
9. Support key finance systems and audit tools with administrative duties.
10. Perform other duties as assigned.

What You’ll Need:

1. Previous administrative assistant experience, including at least one year supporting an executive, required.
2. Diploma, Associate’s or Bachelor’s degree in business, communications, or related field preferred.
3. Excellent communication and interpersonal skills, diplomatic, tactful, customer-focused, with a professional phone manner and ability to interact professionally with staff at all levels, the press, and external clients.
4. Outstanding organizational and time management skills, with proven ability to manage multiple priorities and deadlines.
5. Proficient in Outlook, Microsoft Word, Excel, PowerPoint, and Internet research.
6. Self-motivated, resourceful, conscientious, punctual, and energetic.
7. Team-player, adaptable, personable, able to work under stress with minimal supervision.
8. Experience with Concur, Blackline, Workiva, or SAP is an asset.

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Entertainment Providers and Technology, Information and Media

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