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Executive Assistant to the President and CEO

Naly Management Consulting

This is a Contract position in Toronto, ON posted May 15, 2018.

Job Description

ESSENTIAL RESPONSIBILITIES AND DUTIES:

  • Provides advanced administrative support to the President/CEO and Senior Management Team as required.
  • Masters the Calendar for the President/CEO ensuring effective prioritization and preparation is paramount, working collaboratively with key internal/external stakeholders.
  • Schedules, plans and organizes all logistical details for in-house and off-site meetings, Corporate and Customer Events.
  • Supports the coordination and facilitation of presentations, meetings, webinars including the preparation of presentation materials (PowerPoint decks, reports, Excel documents, correspondence, meeting minutes).
  • Manages travelling schedules, arrangements and accommodations.
  • Expense management, reconciliations and reporting.
  • Attends various meetings to take minutes, record notes/action items, other briefing materials and distributes/follows-up accordingly.
  • Supports the preparation of a variety of standard and/or special reports on weekly/monthly/as required basis.

    Manages research, collects, consolidates and may summarize data. Formats to facilitate interpretation and/or to highlight key aspects/trends.

  • Liaises with consultant, lawyers, contractors, government agencies and the public.
  • Oversees/coordinates Office equipment/grounds maintenance, cleaning, security/access control, coffee/vending machines, catering, etc.
  • Able to develop/maintain an effective filing and documentation system.
  • Understands priorities and is able to support the management of correspondence and communication including message follow-ups, email management, internal and external liaison, managing timelines including allocation or redirecting of requests to appropriate Managers for action and follow-up.
  • Establishes good working relationships with various stakeholders (internal and external).
  • Maintains the highest levels of confidentiality and integrity.
  • Builds and fosters relationships across the organization and with the Executive Team.
  • Understands unspoken needs and is able to anticipate business requirements and takes initiative respecting tight deadline and sensitivities.
  • Run errands and general tasks to keep the President/CEO organized.
  • Assists with compiling accounting reports to assist with Business Plan presentations.

Minimum Job Requirements:

  • Proven experience in a senior administrative role.
  • Experience supporting a busy Executive Team in a high-growth environment; experience working in a Manufacturing/Distribution environment would be an asset.
  • Proven experience working within a highly confidential, fast-paced and deadline-driven environment.
  • Meticulous, self-motivated and able to work independently under pressure as well as part of a team.
  • Exceptional written and verbal communication skills.
  • Demonstrated professionalism in dealing with sensitive and confidential issues and individuals at all levels of the organization.
  • Superior MS Office skills – MS Word, Outlook, PowerPoint & Excel; Adobe Acrobat
  • Ability to read and comprehend leases and legal contracts.
  • Out of the box thinker with good judgment and decision-making abilities.
  • Strong organizational and planning skills with ability to multi-task and handle changing/competing priorities.
  • Positive attitude and sets high standards for themselves and their work.
  • Thrives on ensuring attention to detail and accuracy in everything they do.
  • Full G License with ability to work Flexible Hours on occasion.

We offer employees:

  • Competitive Compensation
  • Employee Benefits Program
  • Professional Development and Growth opportunities