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Executive Assistant

1 month ago

Toronto, Ontario, Canada Element Fleet Management Full time
Get started on an exciting career at Element

Element employees make a difference in the lives of others every day. We are re-defining the fleet management industry to be people first, then business – delivering on our promise of a superior client experience. This takes hard work and innovation, and we need more like-minded people on our team.

What We Need

We are looking for an Executive Assistant (EA) to join Element Fleet Management. As the largest pure-play fleet manager in the world, we provide unmatched products and services and solutions to our clients.

Are You:

  • Excited about working closely with a senior executive and supporting their needs allowing them to focus on strategic aspects of the business?
  • Extremely detail-oriented with a reputation for being organized and managing multiple priorities?

As an Executive Assistant, you will partner with and enable Senior Vice President effectiveness and wellness via proactive planning and management of SVP's focus and impact on strategic priorities and key constituencies. Ensure the office of the SVP runs smoothly, including calendar, travel, meeting management and deliverables. Accountable for effective coordination across stakeholders and EA peers – our people, senior leaders, clients, investors and partners - as it relates to the office of the SVP.

A Day in the Life

Executive Office Management

  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the SVP and team, demonstrating leadership to maintain credibility, trust, and support.
  • Provide sophisticated calendar management for SVP. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure best use of SVP's time.
  • Complete a broad variety of administrative tasks that facilitate the SVP's ability to effectively lead, including assisting with special projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; making travel arrangements; and completing expense reports.
  • Effective organization of calendar, materials, meeting preparation and follow-up actions, decisions and resolutions.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Professional representation of office of SVP – in-person, over email, Teams etc.

Team Effectiveness

  • Provide support to SVP's direct reports as appropriate based on priorities and capacity including calendar management, travel arrangements, and expense reporting.
  • Planning and coordination of work across the team and organization as needed; play a key role in the coordination of efforts both within and outside the department.
  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
  • Anticipate the needs of others to ensure their seamless and positive experience.
  • Effectively resolve conflicts and escalate professionally and in timely manner.

Office and Special Event Support

  • Actively participate as member of broader Executive Assistant cohort, sharing best practices and learnings.
  • Collaborate with Executive Assistants and Administrative Assistants across the broader organization for scheduling and event coordination to ensure appropriate leadership coverage, and proactively resolve when calendar conflicts arise.
  • Provide backup support to Executive Assistant cohort as required to cover vacation, special events, or leaves of absence.
  • Provide event management support as requested.
  • Provide hospitality to all office guests and help to create a welcoming work environment.

Requirements

  • High school diploma or equivalent required; bachelor's degree preferred.
  • 10+ years' experience in a demanding administrative position for high-performing teams, supporting multiple individuals and involving considerable executive exposure; prior experience supporting a senior executive preferred.
  • Strong written, verbal, and interpersonal communication skills, with the ability to exercise diplomacy and influence in challenging situations.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Robust interpersonal skills with evidence of teamwork and collaboration.
  • Emotional maturity, remaining composed under-pressure, acting quickly but calmly and thoughtfully.
  • Proven ability to handle confidential information with great discretion.
  • Deep experience with Microsoft platform (Excel, Outlook, PowerPoint, SharePoint, Word, etc.), expense reporting/HRIS software, and on-line tools.

What's in it for You

• A culture of innovation, empowerment, decision-making, and accountability

• Comprehensive health and welfare benefits that serve the needs of you and your family and foster a culture of wellness (for qualified roles)

• Additional benefits and amenities, including paid time-off programs (vacation, sick leave, and holidays) (for qualified roles)

Applicants will be required to undergo a background check only if and after a conditional offer of employment has been extended.

Element Fleet Management and its wholly owned subsidiaries are an equal opportunity employer committed to diversity, equity, inclusion, and belonging. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, gender identity, age, sex, sexual orientation, disability, national origin, Aboriginal/Native American status, protected veterans' status or any other legally-protected factors. Disability-related accommodations during the application and interview process are available upon request. Should you require an accommodation with our hiring process please send an email to talentacquisition@elementcorp.com or call (800) 665-9744.

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