Executive Assistant to Chief Executive Officer

6 days ago

Toronto, Canada Professional Staffing Full time

Are you a highly organized and proactive professional? We’re looking for an Executive Assistant to manage key priorities, support leadership, and ensure seamless operations. If you thrive in dynamic environments and excel at anticipating needs, we want to hear from you


Key Responsibilities

  • Manage the CEO’s calendar with a high level of organization, prioritize requests, resolve scheduling conflicts, and make recommendations to ensure smooth daily operations.
  • Act as a liaison to the Leadership Team, Executive Committee, Finance Committee, Board of Governors, and other committees. Oversee all logistical aspects of meetings and events, including scheduling, drafting agendas, and preparing presentation materials.
  • Perform a wide range of administrative duties to support the CEO, such as assisting with special projects, preparing reports and presentations, managing correspondence, maintaining contact lists, arranging travel, and processing expense reports.
  • Serve as the CEO's primary point of contact for internal and external stakeholders on confidential and critical matters, exercising discretion and aligning responses with organizational policies.
  • Proactively keep the CEO informed about upcoming responsibilities and key issues, anticipate needs for meetings or events, and serve as a “barometer” for organizational dynamics.
  • Foster effective communication within the leadership team, coordinating meetings and providing necessary documents. Act as a “gatekeeper” to ensure streamlined communication between the CEO and staff while maintaining trust and credibility.
  • Contribute to organizational leadership by supporting all levels of the team and making budget recommendations for committee expenditures.


Additional Duties

  • Monitor and restock office supplies, including snacks, paper, and printer materials.
  • Manage inquiries from the main phone line and distribute incoming mail.
  • Undertake other projects or tasks to enhance organizational efficiency and success.


Qualifications

  • Extensive experience supporting C-level executives; nonprofit board experience preferred.
  • Proficient in Microsoft Office, desktop publishing, and graphic design tools.
  • Skilled in IT troubleshooting and cloud-based applications.
  • Excellent communication, organizational, and attention-to-detail skills.
  • Professional, with the ability to engage diverse groups, including boards and senior executives.
  • Adept at prioritizing, decision-making, and managing tasks with minimal guidance.
  • Quick to respond to urgent situations with discretion and integrity.


Apply now Kindly note only shortlisted candidates will be contacted.

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