Executive Assistant

Job Description :

Our client within management consulting requires an Executive Assistant to join their team. Act as the Managing Partner’s Executive Assistant, assuming all of his administrative needs so that he can focus solely on building the organization.

Organize and be accountable for a variety of office administrative tasks to facilitate the smooth operation of the business.

The position requires the ability to manage diverse and sometimes complex tasks with discretion, accuracy and speed. The right fit for this job is someone looking for a long-term commitment in a mid- size close-knit organization where they become a contributing member to the team and the company’s success.

Responsibilities :

Executive Assistant Responsibilities (60%)

• Manage calendar including booking meetings / calls / lunches with clients, adding travel arrangements
• Manage contacts and maintenance of all contacts and relationships using Salesforce, LinkedIn and

other tools

• Act as the point of contact between the Managing Partner and employees / clients
• Book travel and logistics for business travel and occasional personal travel items
• Track expenses, charity donations, benefits and company payments

Administrative Responsibilities (30%)

Provide direct support to Operations lead and willing to take on special projects and duties as assigned

• Manage / track project start up and close processes
• Assist with contract and invoice administration for clients
• Maintain client and vendor files with up-to-date information
• Review and process all travel and related expense reports
• Review and process all consultant timesheets
• Provide administrative and IT support to consulting team (triage to IT firm)
• Assist with tracking HR related emails, applications, phone enquiries
• Assist with administration of on-boarding of new employees

Office & Other Responsibilities (10%)

• Provide general office support, maintaining office organization and efficiency
• Send / receive couriers
• Set-up meeting rooms
• Maintain and monitor office (including Kitchen) supply levels and place orders as required
• Assist with office activities coordination

Qualifications :

• Extremely organized mature individual with a keen eye for detail
• Ability to multitask, prioritize and complete tasks in a timely manner
• Discrete, maintaining confidentiality and displaying sound judgement
• Strong oral and written communication skills (via phone, email and in-person)
• A people person
• Efficient and effective under pressure and copes well with last minute changes while maintaining a high degree of accuracy
• Eagerness to learn and make this role their own
• Proactive and independent worker who uses own initiative but also enjoys working as part of a close-knit team
• Excellent knowledge of Microsoft Office specifically Outlook email, Word, Excel and PowerPoint
• Knowledge of Salesforce is considered an asset
• Ideal candidate is willing to jump in and assist wherever needed

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.