Executive Assistant / Receptionist

IVARI•Toronto, ON

7d•CA$57,000 - CA$70,000•Hybrid

About The Position

This position is an existing vacancy. In addition to being the first point of contact for visitors the Receptionist & Executive Assistant will provide high level administrative support to executives, managing their schedules, coordinating meetings, and handling correspondence, including regulatory filings and support on legal files. The Receptionist & Executive Assistant will work collaboratively with the other Executive Assistants providing backup as needed. Exceptional organizational and communication skills are crucial, along with proficiency in MS Office software and the ability to handle confidential information. The role often involves prioritizing tasks, multitasking effectively, and adapting to a dynamic work environment.

Requirements

Minimum 3 years experience in an Executive Assistant position
Demonstrated strong organizational skills with proven ability to prioritize
Excellent interpersonal skills
Strong technical skills in MS Outlook, MS Office including Word, Excel and PowerPoint
Must be able to proactively manage work by effectively anticipating priorities and potential deliverables based on developing knowledge of business needs
Strong verbal and written communication skills
Flexible and able to adapt to changing priorities/situations with ease
Post -secondary education
Demonstrated experience in developing and maintaining efficient administrative processes and systems
Able to maintain a high level of confidentiality
Confident decision maker that takes initiative

Responsibilities

Provide courteous and exceptional service and information to guests/customers
Prioritize and plan calendar meetings and facilitate the most efficient use of the leaders’ time aligned to business priorities
Prepare expense reports, including processing/payment of invoices and monthly budget and variance report investigation, analysis and reporting
Preparation of files
Update information on external sites, databases and spreadsheets
Assist in coordinating departmental meetings and events including meeting room bookings and arranging catering (if applicable)
Schedule travel arrangements
Print documents and photocopying
Other administrative support as needed