Executive Assistant

1 month ago

ON, Canada Numeris Full time

Numeris is Canada’s most trusted and authoritative source for broadcast measurement and consumer behaviour data. As well, the industry leading intelligence provider to broadcasters, advertisers, and agencies. We have been recognized for over 75 years as providing the gold standard in audience intelligence.

We have great people who do exceptional work. We take pride in building an environment of continuous learning and career advancement opportunities. Our teams are collaborative, curious, and dedicated to creating quality experiences. We love what we do, enjoy each other’s company, and support initiatives to give back to our communities. We are looking for people to help us shape the future of Numeris, and have a lot of fun along the way.

The Executive Assistant role at Numeris works directly to support the Chief Research and Operations Officer (CROO) and other Senior Executive Team (SET) members as required with coordination, planning, meeting logistics and various other administrative tasks as needed for department, cross functional and companywide initiatives (i.e. leader meetings).

The EA ensures efficient operation of the executive's office by managing calendars, handling correspondence, coordinating travel, preparing documents, and assisting with project management. Additional tasks include preparing expense reports, organizing meetings virtually or on-site, and maintaining records.

This role requires the incumbent to be on-site 1-2 days per week in our office in Toronto, with flexibility to attend as needed.

What you will do:
  • Duties include but not limited to:
General Administrative Responsibilities:
  • Schedule and manage appointments, meetings and events for executives
  • Prepare reports, presentations, and other documents as needed for the SET
  • Maintain an organized system for record keeping and document management
  • Coordinate and quote travel plans, book flights, hotels, meals and ground transportation
Communication
  • Monitor, sort and respond to emails; draft correspondences on behalf of the CROO
  • Act as a point of contact between executives and internal/external stakeholders as required
  • Organize and prepare for meetings, including meeting deck preparation, setting agendas, taking minutes, and following up on action meetings
Project Coordination Work
  • Assist and manage specific projects and initiatives related to department/organization actions
  • Tracking of various departmental projects; liaise with project leads to compile weekly updates
  • Tracking projects status, timelines and challenges and communicate risks or updates as required
OKR Management
  • Ensure all objectives and key results are documented accurately and are accessible to relevant stakeholders in BetterWorks
  • Ensure clear communication of OKR updates, changes and progress to entire team
  • Maintain, track and update progress on OKRs regularly
Additional Tasks
  • Preparing and submitting expense reports for reimbursement
  • Assist with tracking budgets, expenditures and financial reporting
  • Additional tasks as required and assigned, ad hoc or as part of regular duties.
What you have:
  • At least 5 years or more of experience as an Executive Assistant, Administrative Assistant or similar role supporting senior executives
  • Proven ability to demonstrate high level of adaptability, problem solving, attention to detail, business acumen and overall has consistent and dependability qualities
  • Excellent written and verbal communication skills, with the ability to interact professionally with all levels of staff and external stakeholders
  • Exceptional ability to manage time, prioritize tasks and multitask efficiently
  • Expertise in managing and coordinating complex calendars, scheduling meetings, and organizing travel arrangements, events, and conferences
  • Skilled in preparing reports, presentations, and other documents with attention to detail and accuracy
  • Demonstrated ability to handle sensitive information with discretion and maintain confidentiality
  • Experience in assisting with or managing projects, including setting timelines, coordinating resources, and ensuring successful completion
  • Bachelor's degree in business administration, management, communications or a related field or equivalent experience in similar executive support roles
  • Proficient in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Experience in a people management software such as UKG or similar
  • Comfortable learning new tools and software swiftly to support companywide initiatives and staff, and ongoing adoption of performance metrics
  • Experience in preparing and managing expense reports, budgets, and financial documentation
  • Ability to conduct research and provide executives with relevant information and insights
  • Alignment with the company’s values and culture, demonstrating a collaborative and team-oriented approach

Values

Data-driven, Conscious transparency, Collaboration through trust, People first, Commitment to the best

Numeris is an equal opportunity employer

We are committed to an inclusive, barrier-free recruitment and selection process and work environment. If you are contacted for a job opportunity, please advise the People & Culture department if any accommodations are needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.

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