Executive Assistant

Responsibilities of the position include :

• Schedule Management Books meetings / conference calls with internal and external partiesArranges travel as required for executives (and families) and manages points / creditsSupports communication for billing to clients for travel
• Meeting Preparation Arranges all documents for printing or publishingPrepares AgendasPrepares Info Packs based on research and database pullsLiaises with hotels / restaurants / external parties for special requestsEvent support as required
• Updating Database and Log : Entering based on transcriptions, emails, outreach tracking sheets, reports, contact reportsChecking off or assigning action items to relevant persons where applicableFollowing-up with team members to enter missing relevant data in the databaseInputting postings and profiles of contacts that team members meetBasic research and adding profiles of people for databaseEmailing or calling contacts to update the database with new contact information
• Email Management Organizing and processing Executives’ mailboxPrioritizing correspondence to and from Executives; via email, transcription, live discussions, voicemail includes replying to correspondence, engaging, as needed, other team members to respond to correspondence and copying relevant team members on correspondence received / sent to ensure proper communication flow
• Support of annual Holiday card project
• Other Projects as assigned
• Back up for other team members in the Office of the CEO

The successful candidate is / has :

• Tech prowess including proficiency in MS Office (specifically Outlook, Word, Excel) and adaptable to other technologies such as MSTeams, WhatsApp, Dropbox, Zoom
• Ruthless prioritization, impeccable organization, and strategic multitasking
• Ability to think big picture, have supernatural anticipation and work with speed and decisiveness
• Emotionally intelligent, calm under pressure, and has expert level communication skills and ironclad discretion
• Fast and accurate data entry and keyboard skills
• Enjoys communicating through email and telephone or SKYPE
• Expertise in internet / internet research i.e. company profiles, bio’s, etc.
• Highly motivated, a self-starter, has initiative and enjoys working independently, resourceful; has thick skin and sense of humour and is a joy to work with
• Ideal candidate has familiarity with work processes and communication styles in North America / UK and exposure to financial services industry
30+ days ago