Senior Executive Assistant

THE ROLE

Our client is seeking a passionate leader to fill an amazing opportunity as a Senior Executive Assistant . The ideal candidate will showcase their ability to handle a range of tasks with precision and efficiency in a fast-paced environment.

They should be professional, possess common sense, maintain a positive attitude, and demonstrate self-leadership. Additionally, they should embody a proactive "get it done" attitude that aligns with our team’s dynamic culture.

Role and Responsibilities :

• Organize and manage calendars, scheduling meetings, appointments, and travel arrangements for the company.
• Prioritize requests and streamline scheduling to make efficient use of the executive’s time.
• Serve as a point of contact for internal and external stakeholders, effectively managing calls, emails, and correspondence.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Handle logistics for meetings, including room reservations, technology setup, and catering when needed.
• Plan and organize comprehensive travel itineraries, covering flights, accommodations, meals, transportation, activities, and travel-related expenses.
• Ensure all travel arrangements comply with company policies and budget guidelines.
• Assist in coordinating special projects and initiatives, tracking progress, and compiling reports.
• Provide research and analytical support to executives for informed decision-making.
• Update the corporate gift and card list for holiday gifts and cards.
• Create project binders in a professional manner.
• Assist with HR functions such as onboarding new employees, maintaining employee records, and coordinating training sessions.
• Support initiatives for employee events that promote a positive workplace culture.
• Maintain and organize records and files, both paper and electronic, ensuring the confidentiality of sensitive information.
• Draft, review, and proofread communications on behalf of the executive, ensuring professionalism and clarity.
• Prepare weekly reports for executive distribution.
• Track donations made on behalf of the company and its owner.
• Manage expense reporting and reimbursements for executives and yourself.
• Collaborate with the Office Manager and other administrative staff to ensure smooth office operations.
• Liaise with building management and office service providers (., deliveries, aquarium maintenance, security) for two office locations.
• Maintain documentation throughout the project lifecycle.
• Build and manage relationships with multiple teams.
• Support project management functions and processes.
• Oversee day-to-day activities for the Project Management team.
• Ensure adherence to timelines and deliverables by the project team.
• Communicate plans, actions, risks, and issues with key stakeholders.
• Address and resolve any issues that arise during the project.
• Assist the Project Manager with administrative tasks and analyze project data to produce progress reports.
• Build and maintain positive relationships with colleagues, clients, and stakeholders, representing the executive and the company.
• Network on behalf of the executive to cultivate relationships and identify opportunities.
• Facilitate internal communication, distribute information, and schedule presentations.
• Suggest improvements for office efficiency and troubleshoot malfunctions.
• Review and recommend updates to company policies.
• Coordinate business licenses for various operations.
• Plan appointments and events.
• Act as the in-office liaison for two separate locations.

Job Specifications :

• Minimum 5-7 years’ previous experience working in a similar role
• Good calendar and travel management
• Previous experience with ERP system and experience managing a small team.
• Leads by example.
• Inspires, leads and motivates others to high performance, using outstanding interpersonal communication skills.
• Embraces new and innovative ideas and able to think outside the box.
• Demonstrates the ability to work well under pressure, in a fast-paced environment.
• Prioritizes and delegates tasks in order to meet strict deadlines.
• Shows strong attention to detail and organizational skills.
• Is proficient in using MS Outlook, Excel, Word, and other payroll / ERP software.
• Places a high degree of value on self-development and is not afraid to learn new skills.
• Currently eligible to work in Canada.
• Comfortable driving / with a valid license
30+ days ago