Executive Assistant / Receptionist

ivari Holdings Inc.; Toronto; On-site; CAD 57,000 - 70,000; Full time

Benefits offered by this job

Vacation plan

Pension plan 100% match

Employee savings plan 75% match

Flexible and hybrid work arrangements

Professional development opportunities

Recognition programs

Wellness programs

Job summary

ivari is seeking a Receptionist & Executive Assistant in Ontario to be the first point of contact for visitors and provide high level administrative support to executives, including calendar management, meeting coordination, and handling correspondence including regulatory filings.

You will work with other Executive Assistants, require 3+ years of EA experience, strong MS Office skills, discretion, and the ability to adapt to a dynamic environment.

Qualifications

• Minimum 3 years experience in an Executive Assistant position.
• Strong organizational skills with proven ability to prioritize.
• Excellent interpersonal skills and communication.
• Proficiency in MS Outlook and MS Office suite.
• Ability to handle confidential information and adapt to priorities.

Responsibilities

• Provide courteous service to guests and clients.
• Plan and prioritize calendar meetings and optimize leaders' time.
• Prepare expense reports, invoices, and monthly budget/report variance analysis.
• Prepare and organize files.
• Update information on external sites, databases and spreadsheets.
• Coordinate departmental meetings and events including room bookings and catering.
• Print documents and perform photocopying.
• Provide other administrative support as needed.

Skills

Organizational skills

Interpersonal skills

Verbal and written communication

Confidential information handling

Proactive prioritization

Education

Post-secondary education

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Here’s the job opportunity…

This position is an existing vacancy.

In addition to being the first point of contact for visitors the Receptionist & Executive Assistant will provide high level administrative support to executives, managing their schedules, coordinating meetings, and handling correspondence, including regulatory filings and support on legal files.

The Receptionist & Executive Assistant will work collaboratively with the other Executive Assistants providing backup as needed. Exceptional organizational and communication skills are crucial, along with proficiency in MS Office software and the ability to handle confidential information. The role often involves prioritizing tasks, multitasking effectively, and adapting to a dynamic work environment.

In this role you will:

• Provide courteous and exceptional service and information to guests/customers
• Prioritize and plan calendar meetings and facilitate the most efficient use of the leaders’ time aligned to business priorities
• Prepare expense reports, including processing/payment of invoices and monthly budget and variance report investigation, analysis and reporting
• Preparation of files
• Update information on external sites, databases and spreadsheets
• Assist in coordinating departmental meetings and events including meeting room bookings and arranging catering (if applicable)
• Print documents and photocopying
• Other administrative support as needed

What we are looking for…

• Minimum 3 years experience in an Executive Assistant position
• Demonstrated strong organizational skills with proven ability to prioritize
• Excellent interpersonal skills
• Strong technical skills in MS Outlook, MS Office including Word, Excel and PowerPoint
• Must be able to proactively manage work by effectively anticipating priorities and potential deliverables based on developing knowledge of business needs
• Strong verbal and written communication skills
• Flexible and able to adapt to changing priorities/situations with ease
• Post -secondary education
• Demonstrated experience in developing and maintaining efficient administrative processes and systems
• Able to maintain a high level of confidentiality
• Confident decision maker that takes initiative

What we pay…

Salary Range: $57K - $70K

What's in it for you

• A fantastic vacation plan and time off
• A pension plan with 100% match by ivari
• Employee savings plan with 75% match to help you save even more
• Flexible and hybrid work arrangements
• Opportunities for professional development
• Recognition programs to cheer you on, motivate and reward
• Wellness programs to keep you healthy and happy

Who you are…

• Someone who enjoys a culture where everyone is genuinely respectful and you can be your authentic self every day. Your contributions and opinions are not only sought, but valued. You know the importance of, and live by, our core values of…
• Bringing clarity and focus to your work
• Taking ownership and doing what you say you will
• Remaining flexible
• Collaborating with others

Does this sound like you? We’re looking for great people to join our team!

Our commitment to inclusivity is reflected in the safeguards, policies and commitments we have in place to remove barriers and provide equal opportunities to prospective and current employees, without discrimination.

A Human Resources representative is available to consult with applicants who require accommodation in the application or recruitment process. Any information shared by the applicant about an accommodation will be treated as confidential. If you do require an accommodation, please email [e-mail].

ivari does not utilize AI in our recruitment process to screen, select, or assess applicants.