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Executive Assistant to VP, HR and COO

3 months ago

Toronto ON, Canada Jones DesLauriers Full time

WHAT WE OFFER:
~ Great learning and growth opportunities
~ Hybrid remote work flexibility
~ A competitive compensation package
~ Full Benefits Package
~ RRSP Matching Program
~ Professional Development Courses & Designations
~100% tuition re-imbursement for business relevant courses and training
~ On-site Fitness Facility
~ A volunteer day to make a difference and give back to your community
~ Vary days – including a day off for your birthday


POSITION OVERVIEW
Jones DesLauriers is seeking an Executive Assistant with previous experience supporting multiple Executives to join our growing and reputable organization. The successful candidate will support two Jones DesLauriers executives: Vice President, Human Resources and Chief Operations Officer with a broad variety of administrative tasks in a professional and efficient manner.

RESPONSIBILITIES
Calendar Management:
Maintain and coordinate calendars, including scheduling internal and external meetings and conference calls, preparation of meeting materials and related tasks.
Liaise with other Executive Assistants to handle requests and queries from senior executives
Co-ordinate and book travel arrangements

Administration:
Type general correspondence and various documents (including, in some instances, large documents, copy typing and markup transcription and organizational charts, preparing fill and print Adobe forms and drafting simple correspondence) including Word, PowerPoint, Visio and Excel worksheets, ensuring a high level of accuracy.
Compose and prepare correspondence that is confidential.
Prepare materials for executives which could include PowerPoint presentations, Excel spreadsheets/graphs memos, organization charts and other documents as needed
Act as delegate of supported executives for purposes of placing electronic signatures on documents requiring their signatures
Format documents, including, converting document formats, and fixing large document formatting issues
Prepare and submit expense forms
Manage itineraries and agendas.
Filing and organization of all files

Office Management:
Assist with building out of the office space
Arrange pass cards and greet any visitors at our office
Keep track of inventory of supplies and order when needed
Open, review and distribute daily mail as well as prepare and oversee mailings/couriers
Various office administrative tasks

REQUIREMENTS
~7+ years of executive experience for high-profile executives
~ Demonstrated experience in organizing complex travel arrangements
~ Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
~ Diplomatic with ability to exercise confidentiality
~ Ability to prioritize conflicting needs; handles matter expeditiously, proactively, and follows-though on projects to successful completion, often with deadline pressures
~ Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
~ This position will work out of JDIMI's downtown Toronto office 4 days a week


Jones DesLauriers is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply. We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.