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Executive AssistantTDS Personnel • Toronto, Ontario
Executive Assistant

Executive Assistant

TDS Personnel • Toronto, Ontario
30+ days ago
Salary
CA$100,000.00 yearly
Job type
  • Full-time
  • Permanent
Job description

Job Description:

Our client within commercial real estate requires an Executive Assistant to support the CIO. The Executive Assistant plays a pivotal role in providing skilled administrative support to the Chief Investments Officer (CIO) and two others on their leadership team. This individual will serve as a trusted partner, responsible for managing day-to-day operations, maintaining effective communication with internal and external stakeholders, and ensuring the smooth execution of business activities. The successful candidate will be reliable, proactive, highly organized, and thrive in a fast-paced environment.

Responsibilities:

  • Manage and monitor calendars, including scheduling meetings, coordinating logistics, preparing agendas, and tracking follow-up action items.
  • Arrange for resources and requirements necessary for effective meeting facilitation.
  • Coordinate and support company and department events, including charitable initiatives.
  • Coordinate travel arrangements, including flight and hotel bookings.
  • Assist in the distribution of professional correspondence, presentations, and reports.
  • Conduct research and compile relevant data to support executive-level decision-making.
  • Collaborate with internal partners to support business goals and maintain effective relationships.
  • Oversee networking and external relationships, including scheduling and managing meetings.
  • Handle sensitive and confidential information with the utmost professionalism and discretion.
  • Manage special projects and initiatives assigned by the CIO, balancing competing priorities and ensuring timely execution.
  • Provide administrative and operational support to two direct reports.
  • Prepare and submit expense claims and reports; monitor and track expenses to ensure compliance with budget.
  • Process vendor invoices for payment in accordance with established procedures, guidelines, and agreements.
  • Contribute to departmental and cross-functional projects and initiatives as assigned.
  • Proactively identify and act on opportunities to improve processes, drive efficiencies, and anticipate executive needs.
  • Maintain high standards of accuracy, completeness, and organization across all tasks.
  • Perform additional duties and responsibilities as required.

Qualifications:

  • Minimum of 5 years of progressive administrative experience in a fast-paced, high-volume environment.
  • Demonstrated success managing shifting priorities with composure and effectiveness.
  • Bachelor’s Degree, College Diploma, or Certificate in Executive Office Administration preferred.
  • Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
  • Superior organizational and time management skills, with the ability to meet tight deadlines.
  • Strong verbal and written communication skills.
  • Proven ability to contribute effectively in a collaborative, team-oriented environment.
  • Reliable, proactive, and resourceful, with sound judgment and initiative.
  • High level of sensitivity and discretion in handling confidential information.
  • Excellent stakeholder management and interpersonal skills.
  • Flexible and adaptable, with strong analytical and problem-solving abilities.

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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Executive Assistant • Toronto, Ontario

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