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Executive Assistant

Toronto, Ontario  - Permanent

Job Description

Seeking an experienced Executive Assistant to manage office interaction with the public, calendar management, typing reports and other business communications. The right candidate will be exceptional at keeping Senior Executives on schedule and must be flexible and adaptable in a fast-paced environment.

The Executive Assistant will support and report directly to the President/CEO.

• Executive day-to-day support with 100% confidentiality
• Managing executive calendar, all travel and accommodations, electronic tracking, bookings, expenses and all other daily administrative tasks
• Meeting support: catering, location booking, attendee reminders, scheduling, materials, agendas and confirmations
• Coordination, organization and execution of company special events and dinners
• Contribute to the management and research of special projects
• Light Personal Assistant work as needed
• Manage Telephone, voice messages, emails, incoming mail and outgoing courier
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material
• Prepare and coordinate written communication to clients, partners and the public
• Greet clients and guests and answer incoming calls
• Assist in managing office operations including coordinating internal meetings, taking minutes, coordinating computer and other business machines technical support and in general ensuring that the office environment runs smoothly daily
• Assist in keeping office appearance to the highest standards

Must Have Skills:

• Must be a self-starter & independent team player
• 5 + years’ experience working as an Executive Assistant or equivalent
• Detail-oriented with 100% follow up
• Resourceful and always three steps ahead of executive
• Excellent project management, organizational and communication skills
• Flexible, proactive and persistent
• Mature and responsible manner in dealing directly with the public.
• Strong interpersonal skills and ability to communicate effectively with clients and other professionals
• Ability to be flexible, adapt to change and work under pressure
• Excellent verbal and written communication skills in English
• Advanced knowledge of computer applications including Microsoft Office (Word, Excel, PowerPoint & Outlook), Internet Explorer
• Strong organizational and administrative skills with the ability to prioritize and multi-task
• Meticulous attention to detail
• Strong problem-solving skills
• The ability to handle confidential information
• The ability to work in a team environment and demonstrate a professional and friendly manner
• Flexibility to working longer hours as needed
• Own transportation required

Starting: ASAP
Travel: 0%
Dress Code: Business Casual/Professional
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