Executive Assistant

Overview

Join our energetic team as an Executive Assistant providing direct support to the Senior Country Manager in Toronto. This critical role ensures the efficient daily function of the Canadian office by handling complex administrative responsibilities and delivering top-tier executive support.

Working Hours & Location

• Schedule: 8:00 AM to 5:00 PM, Monday through Friday.
• Work arrangement: Hybrid model requiring physical presence in the Toronto office three days a week, with remote work permitted for the other two days.

Key Duties and Responsibilities

• Offer vital administrative assistance to the Senior Country Manager.
• Expertly manage intricate calendars, actively flag important events, and prepare detailed meeting agendas.
• Organize all meeting logistics, including venue booking, catering arrangements, and setting up audio/video conferencing, such as for quarterly board meetings.
• Coordinate comprehensive domestic and global travel plans, creating thorough itineraries accounting for time zones, airline/hotel preferences, contacts, and meeting materials.
• Lead planning and execution of client events, managing guest lists, selecting venues, liaising with vendors, and supervising on-site operations to ensure seamless delivery.
• Supervise daily office operations, ensuring all equipment is functional and the workspace is efficiently maintained.
• Act as the key liaison for building and facilities management teams in Toronto and Montreal.
• Support the Senior Country Manager and Chief Compliance Officer in maintaining compliance with legal, regulatory, and ethical standards.
• Manage communications with regulatory agencies and government bodies.
• Initiate and implement administrative process enhancements to streamline workflows and improve operational productivity within Business Support functions.
• Collaborate with Accounts Payable and Purchasing for vendor oversight and due diligence activities.
• Perform standard administrative tasks such as handling calls, managing correspondence, document copying, scanning, filing, mailing, printing, and binding.
• Prepare and arrange key documents, including creating polished PowerPoint presentations.
• Assist in the development and dissemination of client presentations, managing their printing and binding.
• Serve as a local administrative contact for multiple regional teams, facilitating efficient communication and problem resolution.
• Coordinate onboarding procedures for new employees locally.
• Provide support as a resource for IT updates and technology upkeep.
• Welcome and assist visitors, guests, and clients with a professional demeanor.
• Handle miscellaneous projects and tasks, including coordinating projects, researching issues, and ensuring follow-up on outstanding matters.

Qualifications

• Self-driven professional with a proactive approach to anticipating needs, excellent judgment in decision-making, and clear understanding of authority limits.
• Exceptional verbal and written communication skills for professional engagement across all organizational levels.
• Bachelor's degree is mandatory.
• At least five years of relevant experience, preferably in roles supporting senior executives or similar administrative positions.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and experienced in professional social media usage; familiarity with SAP Concur is a plus.
• Strong organizational skills with the ability to handle tight deadlines and fast-paced work environments effectively.
• Trusted to manage confidential information discreetly and ethically.
• French language fluency is advantageous but not required.