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Executive Assistant

3 months ago

Etobicoke ON, Canada Mattr Full time

POSITION SUMMARY:

Reporting to the group president of connections technologies, the executive assistant provides executive support in a one-on-one working relationship. The executive assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the president. The executive assistant also serves as a liaison to the senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The executive assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

DUTIES:

Executive support

  • Completes a broad variety of administrative tasks for the group president including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Plans, coordinates and ensures the group president's schedule is followed and respected
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the group president's time and office
  • Communicates directly, and on behalf of the group president, with board members, donors, foundation staff, and others, on matters related to president programmatic initiatives
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the group president, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Provides a bridge for smooth communication between the group president office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with the group president to keep him well informed of upcoming commitments and responsibilities, following up appropriately
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the president updated
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the president, some of which may have organizational impact
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the president ability to effectively lead the company
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Senior management liaison

  • Participates as an adjunct member of the executive team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
  • Facilitates cross-divisional coordination of travel and outreach plans

Executive administration resources

  • Works with the administrative group in coordinating the meetings and schedules of the executive leadership team (elt)
  • Works with the administrative team in coordinating all global events and activities, as required
  • Works with the administrative team in building company culture and at all times exhibiting the professionalism of mattr, the elt and all its employees

Strategic initiatives

  • Works with the strategic initiatives team in coordinating the divisions outreach activities
  • Follows up on contacts made by the group president and supports the cultivation of ongoing relationships
  • Edits all, and creates acknowledgement letters from the group president where necessary
  • Other special projects as required by group president

REQUIREMENTS:

  • 5-7 years of executive assistance with 2+ years of personal assistant experience.
  • A degree or college diploma in administration, business, or management is an asset.
  • Demonstrated ability to lead people and get results through others; as well as ability to think critically.
  • Valid driver license
  • Highly effective in time management and project prioritization
  • Expert proficiency with Microsoft office
  • Knowledge of 360 SharePoint, sap concur, SuccessFactors is considered asset.
  • Thrive in an intense, do-it-yourself, start-up environment.
  • Ability to work well within a cross-functional team environment and diverse communities.