Executive Assistant

2 weeks ago

Toronto, Ontario, Canada Livingston International Full time

JOB SUMMARY
The Executive Assistant provides a variety of administrative and organizational functions.

What does a day in the life include? Heavy calendar maintenance, complete expense reports, prepare correspondence, arrange detailed travel plans, itineraries, and agendas, serve as a respected advisor, as well as track and drive completion of key deliverables.


What you need to succeed:
a problem solver with a "can
- do" personality, experience supporting multiple Executives in a fast-paced environment, top notch attention to detail, anticipate needs, superior organizational skills and passionate about making others more efficient so they can drive results.

KEY DUTIES & RESPONSIBILITIES

  • Optimize the Executive's calendar: heavy dynamic calendar maintenance in fast paced environment for multiple executives; identify external, fixed patterns and incorporate them into the Executive's schedule; assess meeting requests; ensure adequate unprogrammed time is reserved in the Executive's schedule.
  • Coordinate outbound communications: draft, edit, and proofread presentations, memos, agendas, or other materials on behalf of the Executive; collect, compile, edit materials across the team into final formats; identify and suggest communication channels to ensure optimal flow of information updownacross the organization.
  • Organize Executive's and functional initiatives, projects, and deliverables: document and track initiatives, milestones, dependencies, and key dates; monitor deadlines and confirm progress prior to due date to ensure Executive can meet commitments; conduct research, synthesize findings, and prepare summaries; prepare status reports and dashboards; proactively raise atrisk activity to Executives; collect, organize, and file important documents.
  • Ensure efficient meetings: reconfirm attendees, rooms, and other logistics before each meeting; distribute meeting agenda and materials in advance to allow adequate time for the Executive to prepare; take notes, if in attendance, or debrief afterwards to collect key decisions and action items and distribute to attendees; track action items until completed.
  • Develop and maintain strong relationships with the Executives and Livingston's Administrative Assistant network to drive an effective flow of information across the Leadership team; continuous improvement of systems and processes; establish and share best practices; develop knowledge and skills. Ability to work with a fun diverse group of people to accomplish objectives
  • Organize events and travel: manage reservations for accommodations, flights, transportation, meals, and other logistics; source, evaluate, and select venue; arrange itineraries and agendas; coordinate speakers, presentations, and other onsite or virtual needs.
  • Track and monitor expenses and budgets: create, review, and approve expense reports; review monthly department Profit & Loss ("P&L") for variances; investigate and document the root cause of significant variances and bring awareness to the Executive; gather information and inputs for Annual Operating Plan ("AOP"), and Staffing plans.
  • Perform other related duties as assigned by management. Adhere to established policies and procedures.

KNOWLEDGE & SKILLS
Must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skills, and abilities required. Reasonable accommodations may be made to enable person with disabilities to perform the essential functions.

v Exceptional organizational and planning skills; ability to manage multiple projects and priorities effectively with mínimal supervision.


v Strong customer service orientation and interpersonal skills; ability to build collaborative relationships and effectively interact with all levels inside and outside of the organization.

v Excellent analytical and problem-solving skills with a keen eye for details.

v Strong written and verbal communication skills.

v Solid knowledge of business models, objectives, financial metrics, etc. used in decision-making.

v Proven ability to handle confidential information with discretion.

v Expert proficiency in Microsoft Office Suite.

v Professional, discreet, mature judgment

EXPERIENCE - MINIMUM REQUIRED
5-8 years of related experience

EDUCATION

Preferred:
Bachelor's Degree or equivalent in Business

  • Livingston is committed to diversity, equity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin._

Job Types:
Full-time, Permanent

Benefits:

  • Casual dress
  • Dental care
  • Life insurance
  • Paid time off
  • Vision care

Flexible Language Requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Supplemental pay types:

  • Bonus pay

Experience:

Executive Assistant: 5 years (required)

Work Location:
Hyb

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