Executive Assistant I

Job Title: Executive Assistant I
Location: Toronto, ON (Hybrid)
Estimated Duration: 6 Months

SUMMARY OF THE ROLE:
Typical Day-to-Day Responsibilities: Supporting one VP directly primarily, supporting 7 directors under VP, managing calendars effectively (checking for conflicts) and scheduling, expense management, travel management. Office space/event space booking, documentation and primary admin work, delegating emails and communication so behalf of VP.

Provides dedicated administrative support to executives at the client Senior Vice President (SVP) level and may also provide a broad range of administrative or general office support for the broader team as assigned. Work will involve a range of complexity and may include but is not limited to the following accountabilities:
CUSTOMER: Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction Manage efficiently in a multi-tasked environment and ensure deadlines are met Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.) Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required Maintain proficiency with software applications/programs and/or department specific systems as required (ie. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.) Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area
SHAREHOLDER: Ensure the optimal level of customer service and professionalism is provided Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities) Use software programs and other tools or equipment with ease and efficiency, and provide documents/ information that effectively support the needs of the team Efficiently manage expectations/concerns through strong communication skills, both verbal and written Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks
Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
• Basic mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

• High school diploma or GED required.
• 0-2 years experience required.
• Experience working with executives highly preferred.

MUST HAVE SKILLS:

• 1-2 years of experience as an Executive Assistant.
• Calendar management experience- scheduling and checking for conflicts
• Expense Management- reviewing expense data and managing invoices
• Travel arrangements- planning for VPs, executives
• Proficiency in Microsoft 365- Excel, Outlook, Word

SOFT SKILLS: 

• Organizational skills.
• Decision-making skills
• Exceptional communication skills- communicating with VPs

NICE-TO-HAVE

• Banking/Financial
• AI capabilities- Copilot, Chat GPT