Executive Assistant, Career opportunity in Toronto, Ontario

JOB SUMMARY

The Executive Assistant is responsible for coordinating the day-to-day administrative duties of an Executive team (Chief Financial Officer and two Vice-Presidents in Finance Team).

KEY RESPONSIBILITIES

Meetings & Calendars:

• Arranges and maintains smooth flowing calendars for the executives.
• Takes initiative to proactively book meetings and reschedule appointments when necessary.
• Will be required to support planning of larger meetings and conferences on occasion as required
• Ensures meeting rooms are booked and equipped accordingly with meeting materials, technology, food (as required), etc.

Travel:

• In consultation with outside travel provider, coordinates travel, flights, hotel, and car arrangements.
• Makes registration for conferences and/or seminars when required.

Expenses

• Provides timely financial and administrative support by monitoring, scanning and reconciling the Executive expenditures and expense reports via Concur.

 Administrative

• Drafts routine correspondence and memoranda ensuring the correspondence is reflective of the style and manner of the Executive.
• Preparation of presentations and printing of materials
• Sources competitor Quarterly results conference calls. Determines when calls are scheduled and puts call details into the calendar for the CFO, VP Financial Reporting & Taxation and designated members of her team

COMPETENCIES/ABILITIES

• Ability to function independently and proactively, under pressure in a professional manner while managing multiple concurrent deadlines including managing unscheduled requests such as ad-hoc meetings, unplanned travel and related personal requests.
• Superior communication, planning, problem solving and organizational skills.
• Self directed, with proven initiative and ability to respond as new situations arise.
• Strong interpersonal skills with a high degree of sensitivity for confidentiality.
• Must be task-oriented with an excellent sense of priority, objectivity, highly organized and capable of handling a number of important issues simultaneously.
• Ability to provide and initiate teamwork to other departments as required