Executive Assistant

'' • Toronto, ON

44d • Hybrid

About The Position

As an Executive Assistant, you will demonstrate exceptional organizational skills, discretion and confidentiality, and the ability to manage, organize, anticipate and plan activities supporting a senior executive role. As a successful Executive Assistant, you will thrive in a dynamic environment, be a strong communicator, and excel at managing competing priorities and using discretionary judgment with professionalism and efficiency. This is a hybrid role that can be based out of any of our three corporate offices - Florenceville, New Brunswick; Toronto, Ontario; or Oakbrook Terrace, Illinois, USA

Requirements

• Being a strong team player who is capable to actively collaborate and contribute to team goals.
• Being organized & adaptive by planning, anticipating needs, and adapting to changing priorities.
• Ability to exercise independent judgement and discretion and confidentiality on projects and in the overall execution of their work.
• Openness to assist with errands and other tasks outside of the office environment.
• Possessing a detail-oriented mindset to ensure quality and accuracy in all tasks assigned.
• Demonstrating proficiency in Microsoft Office Suite (Outlook, Teams, SharePoint, Excel, Word, PowerPoint) and calendar management tools.
• Demonstrating a high level of professionalism by following procedures for handling protected and confidential information.
• Strong verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.
• Demonstrating good problem-solving skills to proactively manage competing demands and overcome obstacles.
• Minimum 3 years of experience as an Executive Assistant or similar role, supporting senior-level executives in a fast-paced, multi-matrix environment. An equivalent combination of education and experience may be considered.

Nice To Haves

• Experience with Concur or similar expense management systems is a plus.

Responsibilities

• Calendar & Inbox Management: Prioritize and manage the senior executive’s calendar and/or email. Anticipate the senior executive’s needs and ensure the schedule is optimized for efficiency and productivity. Collaborates cross-functionally with business functions, and global resources to drive alignment and execution.
• Meeting Support: Schedule appointments, draft agendas, take minutes, prepare meeting materials and action meeting items assigned.
• Priority Management: Address a wide range of high-volume and sensitive priorities, questions, and issues from internal staff and external stakeholders.
• Key Deliverables & Deadlines Tracking: Monitor deliverables and deadlines for the department, set reminders, and block time for task completion.
• Travel & Expenses: Coordinate, book and manage complex travel arrangements and manage expense claims.
• Meeting & Event Coordination: Assist with video conferencing, meeting logistics, and catering arrangements and programming as needed. Supports company planning efforts such as Quarterly Business Reviews, annual strategy sessions and leadership offsites
• Office Efficiency: Suggest improvements, write procedures, reformat documents, and manage supplies.
• Onboarding: Assist with onboarding new team members, activities, scheduling, overall experience.
• Complete all other duties as assigned that may include a range of personal support when necessary, including the seamless management of both professional and personal commitments to optimize time and efficiency.

Benefits

• Employees are eligible for the following benefits: health coverage (medical, dental, vision, prescription drug), retirement savings benefits, and leave support including medical, family and bereavement.
• Well-being programs include vacation and holidays, company-supported volunteering time, and mental health resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees