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Executive Assistant
4 months ago
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 mustResponsibilities: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 importantStrong 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.
