Senior EA/Office Manager

Job Description :

Our client, a manufacturer of industrial materials requires a Sr. EA / Office Manager to join their team. The Senior Executive Assistant is a proactive individual who is comfortable working on their own with limited direction.

Physical attendance in the office for at least three days per week is a requirement for this position. The role will have significant exposure and interaction with executive and senior management, the Board of Directors and outside advisors.

Responsibilities :

• Provides confidential administrative support to proactively assist the Toronto-based executive team that includes arrangement of business travel, calendar management, email inbox management and preparation / submission of expense reports.
• Assist in the planning, coordination and execution of in-office meetings including board and management meetings (scheduling, catering, travel etc as needed)
• Schedule and host online board and management meetings
• Manage Board of Directors fee administration and expense reimbursement
• Provide document creation support to executive and senior management team as well as coordinating communication amongst members of the management team
• Maintain a system of records management ensuring it is current and accessible
• Work in collaboration with the HR Manager to ensure that the office facilities are being maintained
• Support the HR Manager with Toronto office budget and assist in the selection of vendors and purchase equipment, services, and supplies necessary for efficient and effective operation of the Toronto office.
• Participate in special projects and perform other duties as required / assigned.

Qualifications :

• Diploma or Degree in Business Administration, Management, or a related field (preferred but not mandatory).
• Minimum of three years’ experience working in a similar environment is a requirement to be considered for this position.
• Proven experience as an Executive Assistant or in a similar administrative
• Possesses a logical and detailed approach to administrative support duties by anticipating needs, providing timely reminders, and strong organizational skills.
• Ability to : deal tactfully and diplomatically with Board members, members of the executive team and other Toronto office staff while maintaining confidentiality;
• take initiative, be resourceful and conduct research and / or fact-finding on different subject matters;ability to adapt quickly to changing priorities and multi-task in a demanding environment;

use discretion and confidentiality in the handling of sensitive information.

• Outstanding communication skills (both oral and written). Exceptional proofreading skills.
• Excellent organizational and prioritization skills with a strong desire to learn and further develop skills
• Intermediate to advanced skills in Excel and Exceptional PowerPoint skills are required.

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.