Executive Administrative Assistant

Marberg Staffing Ltd.North York, Ontario

30+ days ago

Salary

CA$80,000.00–CA$90,000.00 yearly

Job type

Full-time

Permanent

Quick Apply

Job description

Executive Administrative Assistant for leading Canadian financial services client, North York office.

Marberg Job Number : 2441.

Job Type : Full Time Permanent.

Compensation : From $80,000 to $90,000 per annum, according to experience.

Additional Benefits : Immediate eligibility for comprehensive company benefits plan and pension plan.

Regular Work Hours : FULL TIME HOURS; From 8 : 30 am to 4 : 30 pm including 1 hour lunch break, Monday to Friday (35.0 work hours per week). Ability to occasionally work flexible or overtime hours according to business need.

Work Location : Hybrid - combination of 3 days remote-based and 2 days onsite at client's North York office, close to TTC station.

Travel Requirements : Occasional travel within Canada.

Position Reports To : Executive Vice President

Responsibilities Summary :

Provide executive administrative support services to EVP and additional senior leadership team members as needed, managing departmental administrative and organizational needs to ensure smooth and efficient daily business operations, and effective utilization of executives' time.

Manage calendars, schedules and business travel, including booking transport and accommodations.
Prepare expense reports, and manage and reconcile invoices and other costs.
Coordinate and organize meetings with internal and external stakeholders, including preparing agendas, booking meeting rooms or virtual meetings, and ensuring provision of necessary equipment and supporting materials. Take and distribute meeting minutes as required.
Develop and cultivate collaborative relationships throughout the organization with peers, senior leadership team, board directors and external stakeholders.
Develop effective systems and processes to assure efficient delivery of information and record-keeping.
Handle highly confidential and sensitive documents and other matters, ensuring strict adherence to confidentiality protocols.
Assist in preparation of confidential correspondence, documents, and presentations including format and content review.
Additional executive and administrative support functions and responsibilities as required.

Qualifications :

Education : Post-secondary Degree or Diploma.

Preferred Work Experience : At least 5-7+ years of experience working with senior executives, in a responsible administrative support role.

Preferred Sector Experience : Financial services and / or board governed organization experience an asset.

Technical and Language Skills Requirements :

Advanced proficiency in MSOffice Word, Excel, Outlook, PowerPoint and Teams (will be tested).

Excellent typing skills and attention to detail (will be tested).

Proficiency with Adobe Acrobat an asset (may be tested).

Expert level English skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and polished, professional telephone manners.

Fluency in French an asset. Candidates represented as bilingual in French and English will be required to complete a French fluency evaluation.

Task -Based Qualifications and Additional Attributes :

Excellent organizational and time management skills, with the ability to meet deadlines and manage a variety of requirements and priorities concurrently.

Proactive, diplomatic, and confident with the ability to develop, foster and maintain relationships with a wide variety of stakeholders including senior leadership team members, executive committee members, and directors of various boards.

Demonstrated record of professional conduct and character. Punctual, responsible and reliable.

Excellent judgement, with demonstrated analytical and critical thinking capabilities.

Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.

Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.

Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.

Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements :

Ability to travel occasionally within Canada as needed.

Must be legally entitled to work in Canada, providing satisfactory documentation upon request.

Ability to work both remotely and onsite, abiding by organization health and safety policies.

Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.

Provision of certification of AODA and OHSA online training course completion prior to position start.

Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes :

Please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.