Executive Assistant to the President

Salary up to 120,000 with a terrific bonus, a great employer paid benefit plan, an excellent pension plan as well as 3-4 weeks of vacation and other employee perks!

This is a HYBRID role (working 4 days per week in the office and there is flexibility when the Executive is travelling). The office is DT Toronto and it is less than a 5 minute walk from Union Station.

The OPPORTUNITY: Our client is an organization that has a long, stable history in Toronto and it is both environmentally and socially responsible. They are seeking an Executive Assistant to support a busy and dynamic President. This president is looking for a long-term partnership as the President knows the true value that an EA can provide. In this role you will be responsible for assisting a busy president with extensive and complex calendar management, triaging email, arranging global travel and providing a high level of administrative support. The successful candidate will possess drive, initiative and a passion to contribute to the success of the President and to the overall success of the organization! If you are an individual who enjoys working in a dynamic and collaborative environment, then we want to hear from you!

Duties and Responsibilities:

Efficiently manage all day-to-day administrative matters of the President.
Managing the President’s calendar, ensuring demands are effectively prioritized and the time of the President is utilized in an efficient and effective way. The President is a part of several external Boards and travels globally.
Liaising with the President and their direct reports through information sharing and follow-up, while maintaining a high level of confidentiality and discretion.
Keen ability to build and maintain relationships with internal and external stakeholders, Board of Directors, prominent leaders etc.
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, reviewing emails and reports, etc.
Evaluating, prioritizing, and following up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
Organizing and coordinating events in collaboration with other teams, such as off-site meetings, conferences and business/social functions on behalf of the President.
Coordinating extensive travel (flights, accommodation and car service), provide detailed itineraries, and agendas and compile documents for travel-related meetings.
Assisting the President in preparing Board and Committee meeting materials, meeting submission timeline and deadlines as well as coordinating and attending leadership/ management meetings.
Accurate and timely management of all expense submissions for the President and for external Board expenses, following protocols to obtain necessary approvals.
Providing a bridge for smooth communication between President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support.
Perform ad hoc and other duties as required.

Qualifications:

Previous experience supporting a C-level executive within a large and dynamic organization.
Post Secondary Education (Diploma or Degree) is a definite asset.
Exceptional written and verbal communication skills.
Possesses the ability to be extremely detail oriented in a fast paced and dynamic environment.
A critical thinker with the ability to exercise sound judgment, confidentiality, discretion and integrity at all times.
Possesses the ability to build relationships with prominent global/local executives/stakeholders.
Excellent time management skills to assist with the efficient management of the Presidents’ time.
Possesses the ability to recognize and identify constantly changing and shifting priorities to ensure all deadlines are met.
Self-motivated, proactive, resourceful and has the ability to remain calm while working with deadlines.
Advanced proficiency in Microsoft Office applications.
Possesses tact, diplomacy and enjoys building relationships with internal and external stakeholders.

Luann Bagg Staffing Inc.

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