Executive Assistant (IT)

Symcor; Mississauga; Hybrid; CAD 85,000 - 90,000; Full time

Job summary

A leading data and business services company is seeking an Executive Assistant (IT) in Mississauga, ON. This hybrid role involves providing administrative support to executives, managing complex schedules, and coordinating various projects. The ideal candidate has a college degree and at least 2 years of experience in executive support, along with superior skills in MS Office. With competitive compensation and a focus on professional development, this position offers a chance to grow in a collaborative environment.

Benefits

Comprehensive Total Rewards Program

Leadership support for development

Challenging work with increasing responsibilities

Inclusive environment embracing diversity

Qualifications

• 2+ years of distinguished experience supporting executives.
• Ability to manage and organize complex schedules.
• Experience in expense reporting and budget management.
• Background in planning large meetings and social events.

Responsibilities

• Provide advanced level administrative support to multiple Vice Presidents.
• Manage all aspects of the IT Management Team calendar.
• Coordinate meetings and events, ensuring materials are prepared.
• Arrange travel itineraries for the IT Management Team.

Skills

Organizational skills

Communication skills

Proactivity

MS Office proficiency

Interpersonal skills

Detail-oriented

Education

College or University Degree in Business Administration

Tools

MS Office

SharePoint

Canva

Job description

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About Symcor

Symcor enables secure data exchanges and supporting business processes, to help clients succeed in an evolving digital world. Trusted by Canada's largest institutions for over 25 years to support their digital transformations, Symcor aligns industry participants to solve common challenges in the most effective and efficient way. Our goal is for every employee to feel valued and accepted as part of the team and connected to Symcor and our values, fostering a sense of belonging. Symcor is an equal opportunity employer and is committed to providing an accessible recruitment process. If you need accommodation for the interview process, just let us know!

The Opportunity

Provide advanced level administrative support to multiple Vice Presidents. Responsible for effective office administration and project coordination within the department.

This is a hybrid role with requirements to be on site 3 days a week, providing a balance between remote flexibility and in-person collaboration.

About The Role

• Calendar management: Manage all aspects of the IT Management Team calendar, including scheduling meetings and visits with internal employees, external clients, business partners, and vendors.
• Manage access to the IT Management Team’s time, confirming there are no scheduling conflicts and ensuring the team is in the right place at the right time.
• Collaborate across internal departments and with external contacts, clients, and executives to schedule in person and virtual meetings.
• Meeting Coordination and Event Planning: Book conference room facilities and schedule group meetings, team events, including luncheons and other business-related functions on behalf of IT Management Team. Strongly contribute to the planning and execution of the annual IT all-staff conference. Manage bookings, catering, materials, parking, etc., for group meetings and events.
• Meeting Preparation: Assist the IT Management Team with finalizing meeting materials by providing an extra layer of review on presentation materials before distribution, ensuring appropriate formatting and correct language usage.
• Travel and Expense Management: Arrange travel itineraries, including flights, accommodations, and transportation for IT Management Team. Prepare, submit, or approve expenses, ensuring adherence to company policies.
• Organizational Management: Maintain shared document libraries with a focus on folder structure and material currency. Become the subject matter expert in employee onboarding to support new employee setup, including site and system access, hardware, and software requests. Proactively suggest process improvements for efficiency and automation. Other duties may be assigned to support the team.

What You Need to Succeed

Education

College or University Degree in Business Administration or similar discipline or equivalent work experience.

Experience

Possess 2+ years of distinguished experience supporting executives, with proficiency in Outlook calendar management. Ability to manage and organize complex schedules. Experience in expense reporting and budget management. Background in planning large meetings and social events. Demonstrated high accuracy and attention to detail in a fast-paced, evolving environment, managing multiple tasks with changing priorities.

Skills

• Excellent organizational, time, and productivity management skills.
• Highly developed written and verbal communication skills and interpersonal savvy.
• Tact, integrity, diplomacy, and discretion in handling confidential information.
• Ability to work independently and manage multiple priorities.
• Proactive approach, anticipating next steps for various scenarios.
• Technology proficiency, including a high interest in new software and technologies.
• Superior skills in MS Office (Outlook, PowerPoint, Excel) and SharePoint, including document creation, editing, formatting, and online collaboration.
• Strong Canva experience.
• Effective collaboration across departments.

What’s In It For You

At Symcor, we define our success by what we help others achieve. We support our clients through our products, services, and solutions, aiming to protect and strengthen their brands. We care about each other, reaching our potential, contributing to communities, and mutual success.

• A comprehensive Total Rewards Program including competitive compensation, flexible benefits, retirement and savings plans, and health and well-being programs.
• Leadership support for your development through coaching and growth opportunities.
• Opportunity to make a meaningful impact.
• Challenging work with increasing responsibilities for growth.
• An inclusive environment embracing diversity and unique perspectives, which are key to Symcor’s success.

Symcor is an equal opportunity employer and committed to accessible recruitment. Accommodation will be provided upon request.

Location: Toronto, Ontario, Canada

Salary: CA$85,000.00-CA$90,000.00