Executive Assistant

4 weeks ago

Toronto ON, Canada SwoopFiber Full time

Our group of companies is at the forefront of the utility/infrastructure industries in Ontario. We have offices in Downtown Toronto, Markham, Barrie, and beyond. To support our ambitious objectives, we are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to one of our senior executives.

Role Description:

As the Executive Assistant, you will be instrumental in facilitating the executive's effectiveness by providing information management support and representing the executive to others. This position requires a high level of professionalism, versatility, and discretion. Confidentiality is a must

Responsibilities:

  • Comprehensive Support: Manage all aspects of the executive's schedule, including meetings, appointments, and travel arrangements. Provide support for both professional and personal commitments.
  • Follow-up on Action Items: Actively tracking and following up on action items and priorities to ensure that deadlines are met, demonstrating strong project management skills.
  • Personal Support Tasks: Booking personal appointments, assisting with family-related appointments, and handling general errands highlight the EA's role in supporting the executive's personal life for better work-life balance.
  • Communication Management: Serve as the primary point of contact for internal and external communications. Prioritize and handle emails and calls, ensuring efficient information flow.
  • Document and Presentation Preparation: Prepare agendas, reports, presentations, and meeting materials, ensuring accuracy and attention to detail.
  • Travel and Errands: Organize national and international travel plans. Conduct personal and family appointments, and manage general errands, shopping, and personal tasks as needed.
  • Expense and Office Management: Oversee expense reports, manage office supplies, handle vendor contracts, and ensure facilities maintenance. Ensure operational efficiency within the office environment.
  • Confidentiality and Discretion: Handle sensitive information with the utmost discretion, maintaining confidentiality across all business and personal matters.

Qualifications:

  • Previous experience in an Executive Assistant role or similar, with a track record of impeccable support to senior-level executives is preferred - but willingness to learn is most important
  • Strong proficiency in Microsoft Office Suite, Gmail, Canva, and calendar management applications.
  • Exceptional organizational and time management skills, with the ability to prioritize effectively.
  • Superior communication skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and clients.
  • Demonstrated ability to manage complex schedules and travel arrangements.
  • Flexibility to adapt to changing priorities and willingness to take on new challenges.
  • Post-secondary education in a relevant field is preferred but not required.
  • Valid driver’s license and willingness to travel. Vehicle & gas card will be provided OR vehicle allowance if applicant has their own vehicle. This role will require driving throughout/between Toronto, GTA, and Barrie.
  • Must be eligible to travel and able to pass a comprehensive background check.

What You Will Get:

  • A challenging and rewarding role in a dynamic and growing company.
  • Competitive compensation package, including benefits.
  • An opportunity to make a significant impact in a high-paced environment.

How to Apply:

Please submit your application, including a resume and a cover letter that highlights how your experience aligns with the role's requirements. Apply through LinkedIn or send your application to careers@swoopfiber.com.

We appreciate all applications, but only those candidates selected for an interview will be contacted.

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