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Executive Assistant

3 months ago

Old Toronto Ontario, CA GroupM Full time

The Executive Assistant (EA) to the CEO is crucial in ensuring the CEO’s productivity and efficiency by managing schedules, coordinating meetings, and handling communications. They serve as a liaison between the CEO and stakeholders, prepare reports and presentations, and assist with strategic planning and project management. This role demands exceptional organizational skills, discretion, and the ability to anticipate the CEO's needs, to streamline operations, and support executive decision-making. The EA will stay 2-steps ahead of situations that arise in and around the office of the CEO, acting in a strategic and effective manner. The role requires a large amount of scheduling and prioritizing daily, including travel planning, often with very little notice, and with the potential for changes.

The EA handles the organization of several internal events annually – Town Halls, Holiday Parties, and Executive Offsites.

The EA is responsible for screening all email correspondences and ensures responses are properly addressed. Therefore, the utmost discretion, professionalism, confidentiality, and attention to detail is required at all times, along with the ability to be detail-oriented and possessing excellent communication skills.

In addition to the responsibilities outlined above, the Executive Assistant (EA) to the CEO operates in a dynamic, fast-paced industry where priorities can shift rapidly. As such, the EA must be prepared to respond to changes at a moment's notice, even outside traditional working hours. This role demands a high level of flexibility and dedication, with the understanding that the needs of the CEO and the organization may require immediate attention beyond the confines of regular office hours. The EA serves as a reliable point of contact for the CEO, ensuring that they are well-supported and equipped to navigate the challenges of our industry with agility and efficiency.

Key Competencies:
  • Seeks to understand, organize, and simplify.
  • A positive “can do” attitude when confronting all tasks and assignments.
  • Excellent work ethic.
  • Proven ability to prioritize and decipher from what is urgent, what is important, and what can be delayed, delegated, or deferred to a later date or individual.
  • Is efficient with time; delivers on set objectives keeping relevant stakeholders informed and on task.
  • Maintains clear and honest communication.
  • Establishes constructive and collaborative relationships.
  • Resourceful - Demonstrated ability to get things done through appropriate channels in a timely manner.
  • Understands the culture and values of the business and is able to communicate to others.
  • Able to defuse potential conflict and sensitive situations.
  • Shows sensitivity and respect for others' feelings, cultures, and beliefs.
  • Is open and approachable to others.
Key Accountabilities:
  • Manage all aspects of calendars including scheduling appointments, meetings, and travel arrangements.
  • Strong business acumen. Ability to understand our business, industry, and our value proposition to ensure effective strategic support of the CEO.
  • Serve as the primary point of contact between the CEO and internal/external stakeholders, gatekeeping their time and calendar to ensure the utmost efficiency and efficacy.
  • Prepare and edit correspondence, reports, presentations, and other documents as required.
  • Coordinate and organize effective executive meetings including preparing agendas, taking minutes, and following up on action items.
  • Handle confidential information with the utmost discretion.
  • Assist in the preparation of executive reports and presentations.
  • Conduct research and compile data to support the CEO's initiatives.
  • Manage special projects and initiatives as assigned by the CEO.
  • Always ensure that the CEO is prepared for each meeting and room they walk into.
  • Maintain a high level of diplomacy, confidentiality, and discretion at all times.
  • Type, scan, format, copy, distribute, file, and retrieve correspondence, reports, and documents as required.
  • Handles the organization of several internal events. Responsible for event planning and communicating event details to all attendees and taking care of any and all logistical requirements.
  • Responsible for attending meetings to take minutes and distribute accordingly.
  • Remains calm under pressure and ability to work in a fast-paced dynamic environment.
  • Submitting expenses in a timely manner and within policy guidelines.
  • Other responsibilities as assigned.
Education and Experience:
  • University/college diploma or equivalent professional experience.
  • 5+ years of experience directly supporting a National CEO in a global company.
  • Solid technical expertise with all MS Office tools (Excel, Outlook, PowerPoint, Teams, Word).
  • Experience working in a multinational company, with colleagues across multiple time zones a plus.
  • Calendar management experience a must-have.
  • Travel administration experience a must-have.
  • Event planning experience preferred.
  • Bilingual (French/English) an asset.
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