Executive Assistant

3 weeks ago

Greater Toronto Area Canada, Ontario Altis Recruitment Full time

We are seeking an Executive Assistant to provide high-level administrative support for an executive team within the higher education space. The ideal candidate will have previous experience in calendar management, international travel coordination, event management, and possess exceptional written and verbal communication skills. The Executive Assistant will play a crucial role in ensuring the smooth operation of executive activities and maintaining effective communication channels within the organization and with external stakeholders.


Responsibilities:

  • Efficiently manage complex calendars for multiple executives, including scheduling meetings, appointments, and conference calls, prioritizing conflicting demands, and ensuring timely reminders.
  • Plan and organize international travel arrangements, including flight bookings, hotel accommodations, transportation, visas, and itinerary preparation. Coordinate with travel agencies and handle unforeseen changes or emergencies during travel.
  • Take ownership of planning, organizing, and executing various corporate events, including board meetings, conferences, team retreats, and client gatherings. Coordinate logistics, venue selection, catering, audio-visual setups, and attendee management.
  • Provide comprehensive administrative support to executives, including drafting correspondence, preparing reports and presentations, managing expenses, and handling inquiries with professionalism and confidentiality.
  • Serve as a primary point of contact for internal and external communication on behalf of the executive team. Screen and prioritize incoming communications, handle inquiries, and facilitate effective communication flow within the organization.
  • Maintain accurate records, files, and documents, ensuring confidentiality and accessibility as required. Assist in the preparation and distribution of meeting agendas, minutes, and follow-up actions.
  • Assist in the coordination of special projects and initiatives as assigned by the executive team, tracking progress, gathering necessary resources, and ensuring deadlines are met.
  • Build and maintain strong relationships with internal stakeholders, external partners, clients, and vendors. Represent the executives professionally in various interactions and engagements.


Requirements:

  • Proven experience as an Executive Assistant or similar role, preferably supporting C-level executives in a large complex environment
  • Proficiency in calendar management tools and software (e.g., Microsoft Outlook, Google Calendar).
  • Experience in coordinating international travel arrangements, including visa processing and travel logistics.
  • Strong minute taking experiene
  • Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently in a fast-paced environment.
  • Exceptional written and verbal communication skills, with keen attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Flexibility to adapt to changing priorities and willingness to work occasional overtime as needed.
  • Post secondary diploma in a relevant field

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