Senior Executive Assistant

RSM; Toronto; On-site; CAD 62,000 - 88,000; Full time

Job summary

A leading professional services firm is seeking an Executive Assistant Senior to provide skilled support to its leaders. The role involves calendar management, travel coordination, and handling confidential correspondence. Candidates should have a diploma or 2 years of relevant experience, along with strong Microsoft Office skills. The position requires in-office presence, offering a competitive salary range of $62,500 - $87,500.

Qualifications

• 3 years of relevant experience in a related field or area.
• Ability to communicate effectively with a diverse audience.
• Maintains professionalism in demeanor, conversation and attire.

Responsibilities

• Serve as the point person to maintain all calendar appointments.
• Coordinate all travel arrangements and submit expense reports.
• Handle meeting management administration including invitations and logistics.

Skills

Intermediate to advanced Microsoft Office skills

Effective organization and time management skills

Excellent people skills

Strong grammar and proofreading skills

Ability to prepare presentations

Education

Diploma or 2 years of experience in related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Google Suite

Job description

We are the leading provider of professional services to the middle market globally our purpose is to instill confidence in a world of change empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled inclusive culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM.

Executive Assistant Senior

The executive assistant senior provides skilled and efficient support to select RSM leaders and may serve as a navigator to other RSM owners. Under minimal supervision the role is responsible for all day‑to‑day activities including strategic calendar and schedule management, execution of travel arrangements, expense reimbursement, and coordination of logistics for internal and external meetings. The assistant may also proofread communications, compile reports and other special projects, and fulfill administrative requests through the ESS. The position requires a high level of professionalism, confidentiality and a sense of urgency.

Essential Duties

• Serve as the point person to maintain all calendar appointments and ensure that meetings are scheduled in advance and prioritized accordingly.
• Coordinate all travel arrangements (flights, cars, hotels and meals, etc.).
• Submit expense reports in a timely manner.
• Handle meeting management administration including handling all meeting invitations and logistics, tracking attendees, taking notes and following up with action items.
• Maintain daily, weekly and monthly to‑do lists with follow‑ups accordingly.
• Routinely handle confidential correspondence.
• Take ownership of projects and/or events as assigned, including conducting research, organizing details and following through with execution.
• Prepare and proofread information including correspondence, PowerPoint slides, handouts and spreadsheets ensuring a professional and consistent appearance.
• Independently compile data from a variety of resources and prepare appropriate reports and/or documentation.
• Review invoices and/or charges on firm‑issued purchasing card for accuracy and reconcile in a timely manner as needed.
• Serve as the go‑to resource to deliver a consistent and positive experience.
• Act as a liaison between ESS and other firm client‑service departments and/or others outside of the firm as appropriate.
• Share knowledge of firm systems, tools and industry when appropriate.
• Collaborate with other executive assistants, including identifying and establishing best practices.
• Provide training to others when appropriate.
• Perform other duties as assigned.

Education

• Diploma or 2 years of experience in related field.

Skills

• Intermediate to advanced Microsoft Office skills; ability to learn programs/software utilized by the firm and train others as needed.
• Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities.
• Ability to communicate effectively with a diverse audience.
• Effective organization, prioritization and time management skills with strong attention to detail.
• Excellent people skills.
• Strong grammar and proofreading skills and experience.
• Ability to prepare presentations including charts, graphics, tables, speaker notes and handouts.
• Ability to balance multiple tasks and projects.

Special Requirements

• Must be punctual and able to adapt to changing schedules.
• Ability to convey instructions clearly and concisely and be responsive when required.
• Maintains professionalism in demeanor, conversation and attire.

Experience

• 3 years of relevant experience in a related field or area.

Leadership Skills (Required)

• Ability to facilitate discussions with leaders.
• Ability to manage at a macro level and identify when a refined approach is necessary.
• Responds positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of change.
• Works collaboratively with the executive assistant supervisor/manager to provide support across the enterprise, particularly during peak times.

Preferred Requirements

• Experience with project management tool(s).
• The successful incumbent will need to be in office 5 days per week.

Key Skills

Microsoft Outlook, Microsoft Word, Personal Assistant Experience, Microsoft Powerpoint, White Papers, Calendar Management, Microsoft Excel, SharePoint, Administrative Experience, Budgeting, DoD Experience, Google Suite

Benefits and EEO Statement

At RSM we offer a competitive benefits and compensation package for all our employees. We empower you to balance life’s demands while also maintaining your ability to serve clients. EEO Statement: RSM does not tolerate discrimination and/or harassment based on race, color, creed, sincerely held religious beliefs, practices or observances, sex (including pregnancy or disabilities related to nursing), gender (including gender identity and/or gender expression), sexual orientation, national origin, ancestry, familial or marital status, age, physical or mental disability, citizenship, political affiliation, medical condition (including family and medical leave), domestic violence victim status, past/current or prospective service in the Canadian uniformed service, Canadian Military/Veteran status or pre-disposing genetic characteristics or any other characteristic protected under applicable provincial employment legislation. Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership. RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities.

Compensation Range

$62,500 - $87,500

Employment Information

Employment Type: Full-Time

Vacancy: 1

Monthly Salary: $62,500 - $87,500