Executive Assistant

2 weeks ago

Toronto, Canada Fuze HR Solutions Full time

Comprehensive Job Description: Receptionist and Licensed Executive Assistant (LOPE)

Position Title: Receptionist and Licensed Executive Assistant (LOPE)

Location: Downtown Toronto

Employment Type: Full-Time


Why Join Our Client in Downtown Toronto?

Located in the heart of downtown Toronto, our client offers more than just a job—it’s a chance to grow your career in a dynamic, inclusive, and innovative environment. With an exceptional company culture, they prioritize collaboration, employee well-being, and professional development. The prime location provides easy access to transit, restaurants, and amenities, while their commitment to internal promotions and impactful projects ensures room for growth.

What Makes Them Stand Out:

  • Prime Location: Vibrant downtown setting with excellent transit and amenities.
  • Exceptional Culture: A close-knit, supportive team that values well-being and work-life balance.
  • Room for Growth: Professional development and promotion opportunities to support your aspirations.
  • Opportunities to Shine: Innovative ideas and hard work are recognized and rewarded.


About the Role:

This dual-role position combines the responsibilities of a Receptionist and Licensed Executive Assistant (LOPE). The successful candidate will be the first point of contact for visitors and clients, ensuring smooth front desk operations, while also providing high-level administrative support to executives. This includes managing complex global travel, working closely with VIP clients, handling game ticket coordination, and maintaining compliance with regulatory standards. The role requires availability for on-call tasks, demonstrating a proactive and professional approach to executive and client needs.


Key Responsibilities:

Front Desk and Office Management:

  • Serve as the first point of contact for visitors and clients, ensuring a welcoming and professional environment.
  • Answer and direct phone calls, respond to emails, and manage general inquiries promptly and effectively.
  • Maintain a clean and organized reception area and manage meeting room setups, including arranging refreshments and materials.
  • Oversee office supplies, ensuring all resources are stocked and organized.

Licensed and Compliance Support:

  • Assist with financial discussions and transactions requiring licensure, ensuring all activities comply with industry regulations.
  • Maintain accurate and organized records of licensed activities and prepare for audits or regulatory reviews.
  • Actively uphold Errors and Omissions (E&O) insurance, ensuring compliance with risk management standards.

VIP Client Management:

  • Serve as a trusted liaison for VIP clients, ensuring timely, personalized, and professional communication.
  • Coordinate the distribution of game tickets, exclusive event access, and personalized gifts for clients.
  • Track client preferences, anniversaries, and milestones to enhance relationship management.
  • Ensure all interactions are tailored to reinforce relationships and exceed client expectations.

Global Travel Management:

  • Plan and manage complex global travel itineraries for executives, including flights, accommodations, visas, and ground transportation.
  • Be available on-call to address last-minute changes, delays, or cancellations, ensuring seamless travel experiences.
  • Prepare comprehensive travel agendas, including meeting schedules, locations, and supporting documentation.

Event and Gift Coordination:

  • Plan and manage logistics for client and internal events, including venue selection, catering arrangements, and hospitality details.
  • Organize and send personalized gifts and tickets for special occasions or relationship-building initiatives.
  • Coordinate event timelines and ensure all participants have the necessary information and materials.

Executive and Administrative Support:

  • Manage the executive’s calendar, scheduling high-priority meetings and organizing daily tasks.
  • Prepare detailed meeting agendas, presentations, and reports with a focus on accuracy and relevance.
  • Attend meetings to take comprehensive notes, ensure follow-up actions are tracked, and manage deliverables.
  • Handle confidential correspondence, prioritize tasks, and provide proactive administrative assistance.

Technology and Tools:

  • Utilize CRM tools like Zoho to manage client relationships, update databases, and track key activities.
  • Generate reports, analytics, and dashboards to support executive decision-making.
  • Ensure smooth functioning of office systems, including troubleshooting basic IT and office equipment issues.


Qualifications:

Licensing and Compliance:

  • Active financial licensure (e.g., Series 7, Series 63, or other relevant licenses).
  • Minimum 2 years of licensing experience in a financial or client-facing role.
  • Errors and Omissions (E&O) insurance is required and must be maintained actively.

Education and Experience:

  • At least 2 years of administrative or front desk experience in a professional office setting.
  • Proven experience managing global travel and working on-call for executive needs.
  • Bachelor’s degree in Business, Finance, or a related field is preferred.

Skills and Competencies:

  • Exceptional communication skills, both written and verbal, with a client-focused mindset.
  • Strong organizational and multitasking abilities with a keen eye for detail.
  • Proficiency in Microsoft Office Suite, Zoho CRM, and other scheduling and administrative tools.
  • High level of discretion and professionalism when handling confidential information.
  • Ability to manage competing priorities in a fast-paced environment and deliver high-quality results.


What This Role Offers:

  • Competitive salary based on experience and qualifications.
  • Comprehensive benefits package, including health insurance, retirement plans, and paid time off.
  • Opportunities for career development and internal promotions within a dynamic and supportive workplace.
  • The chance to work closely with VIP clients and executives, contributing to impactful projects.

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