Executive Assistant

1 month ago

Old Toronto Ontario, CA Lead Search Group Inc. Full time

We are looking for an experienced Executive Assistant to support the President and CEO, and other members of the executive team as required. The ideal candidate will be organized, detail-oriented, proactive, and capable of managing multiple priorities in a dynamic environment. The ideal candidate will also be proficient in drafting/editing documents, presentations and other correspondence, and will be very comfortable using the full suite of Microsoft Office programs and tools. This role requires a high degree of professionalism, confidentiality, and the ability to work independently while supporting the CEO's needs effectively.

RESPONSIBILITIES AND ACCOUNTABILITIES:

  • Manage the CEO’s calendar, schedule appointments, and coordinate meetings, ensuring efficient use of time.
  • Arrange travel logistics including flights, accommodations, and transportation for the CEO and other members of the executive team as required.
  • Prepare and edit correspondence, communications, presentations, and other documents for the CEO and other members of the executive team as required.
  • Manage Executive team meetings in response to direction from the CEO and COO, including development of agendas and presentations, coordination and organization of meeting materials, and all meeting logistics.
  • Conduct research, compile data, and prepare reports for the CEO’s review and presentation.
  • Maintain accurate records and files, both electronic in SharePoint and physical as required, ensuring information is organized and easily accessible.
  • Serve as the primary point of contact for internal and external stakeholders interacting with the CEO.
  • Coordinate and facilitate meetings, conferences, and special events as needed.
  • Handle confidential information with discretion and professionalism.
  • Assist with ad-hoc/special projects and tasks across the organization as required.

REQUIRED QUALIFICATIONS

  • 5+ years of experience as an Executive Assistant or similar role supporting senior Executives, preferably in a nonprofit or corporate environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
  • Excellent organizational and time management skills with the ability to prioritize tasks and anticipate needs.
  • Strong written and verbal communication skills.
  • Flexibility and willingness to adapt to changing priorities and deadlines.
  • High level of integrity and professionalism in dealing with confidential information.
  • Experience dealing with volunteer Boards and committees, understanding of governance.
  • Knowledge of financial planning or the financial service industry, and/or not for profit organizations is preferred.
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