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Executive Assistant

Job Responsibilities:

  • Maintain a close and highly responsive relationship to the day-to-day activities of multiple Senior Executives.
  • Be responsible for heavy calendar management, requiring interaction with both internal and external clients, executives and assistants; this will include calendar interaction with various time zones.
  • Receive, screen and handle telephone calls.
  • Prepare and send out communication on behalf of Executives.
  • Be responsible for organizing offsite meetings, teleconference and travel logistics, including flights, ground transportation and/or hotel reservations.
  • Prepare presentations, reports and meeting agendas for external/internal meetings, appointments and conference calls. Research and collate information from a variety of sources such as reports, documents and correspondence.
  • Screen, analyze and respond to incoming mail, attend to outgoing mail, courier and faxes.
  • Arrange team events and related catering and logistics.
  • Regularly handle confidential material, information and exercises with discretion.
  • Management of filing systems and contact databases.
  • Shared support with the Admin group as required.
  • Collaborate with Travel Coordinator as needed.
  • Perform other general administrative duties such as ad hoc projects, filing, faxing, ordering, mailing, etc.

 

Qualifications:

  • Bachelor degree preferred.
  • Minimum 3 years’ experience directly supporting several executives in a fast-paced environment.
  • Strong level experience with Microsoft Outlook, Word, PowerPoint, Excel, WebEx/teleconferencing.
  • Strong written and verbal communication skills with the ability to effectively manage expectations.
  • Professional and friendly demeanor with the ability to work with individuals across all levels (internal and external).
  • Capable of working with a team, as well as with a great deal of autonomy.
  • Able to manage and prioritize multiple tasks with strong attention to detail; flexibility to meet and adapt to changes in organizational priorities.
  • Possess strong time management skills for scheduling and organizing day-to-day tasks.
  • Able to handle highly sensitive and confidential information with tact and discretion.
  • Positive attitude, proactive and able to exercise great judgment.
  • Comfortable in a professional yet casual fast-paced work environment

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Contact ISA at 416-591-6711or email us