Job Description
Our client, a leading organization, responsible for managing critical infrastructure and overseeing complex market operations, is seeking an Executive Assistant to join their team.Executive & Administrative Support:
Proactively manage the VP's complex calendar, strategically prioritizing meetings, commitments, and deliverables to optimize their time.Act as a gatekeeper, handling inquiries and correspondence with professionalism and discretion.Draft, review, and prepare a variety of confidential documents, reports, and presentations, ensuring adherence to corporate standards.Coordinate the flow of documents requiring executive approval, including contracts, policies, and sensitive personnel matters.Record and distribute minutes for key leadership and committee meetings, tracking action items to ensure completion.Board & Committee Logistics:
Manage the logistics for board-level committee meetings, including preparing agendas, compiling materials from various departments, and distributing pre-read packages using board management software (e.g., Diligent).Liaise with committee chairs and executive members to ensure seamless meeting execution.Project & Department Coordination:
Monitor the progress of key departmental projects and initiatives, providing status updates to the VP and initiating follow-up actions as needed.Assist in the departmental budget cycle, including tracking expenses, processing invoices, and preparing financial reconciliations.Coordinate with internal teams on matters such as office space planning and the implementation of new administrative procedures.Serve as a resource for other administrative staff, assisting with orientation and fostering a collaborative support environment.Logistics & Travel:
Arrange all aspects of domestic and international travel, including flights, accommodations, and detailed itineraries.Coordinate logistics for off-site meetings, conferences, and team events.Executive Assistant • Toronto, ON
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