Executive Assistant

4 months ago

North York, Canada The Successful Investor Full time

**EXECUTIVE ASSISTANT - THE SUCCESSFUL INVESTOR INC.**

We are an established wealth management and investment publishing firm with 25+ years’ experience in subscription marketing and independent portfolio management with assets under management verging on $1 billion and growing. We are transforming our business and experiencing significant growth which has led to an immediate opening for a new **Executive Assistant **to join our team. This role is to provide essential support to the General Manager (GM) by carrying out directives and assisting with the implementation and execution of the Company’s operational and strategic goals and objectives.

**KEY RESPONSIBILITIES**

As Executive Assistant, this role will assist the Upper Management by managing the office facilities, performing administrative tasks, facilitating workplace communications, and assisting with operational projects and initiatives as well as by providing other general support as required. Reporting directly to the General Manager, this role is pivotal in ensuring the smooth operation of all office activities, optimizing processes, and fostering a productive and efficient work environment

**Office/Operations Management as follows**:

- Create/update and implement strategies to streamline office operations and improve efficiency. Monitor efficiency, identify areas for process improvement, and implement solutions to enhance productivity.
- Review/update departmental manuals or procedures, including building safety/fire plans, department contingency plans, cyber security policy, etc. on a periodic basis.
- Oversee all aspects of maintenance to our workplace building facilities to ensure safe and efficient function.
- Manage relationships with external vendors and service providers, negotiating contracts and agreements to ensure the best service and value for the organization.
- Monitor vendor performance and address any issues or concerns in a timely manner.
- Establish and ensure adherence to office standards and procedures; Draft and send office memos and assist with providing training as required.
- Keep the company in compliance with insurance and government requirements as it relates to our facilities and office operations. Actively participate in planning company social functions & events.

**Support to GM, in respect to fulfilling the above duties and additionally as follows**:

- Assist with the planning, execution, and monitoring of various projects and initiatives as assigned by Upper Management; Track project timelines, deadlines, and deliverables, as well as provide regular and timely updates.
- Draft and send communications as directed in support of the Upper Management.
- Prepare reports and analyze data as required by the Upper Management; Assist in compiling information and generating insights to support decision-making.
- Perform additional administrative ad-hoc requests as required by Upper Management.
- Handle sensitive information with discretion and maintain confidentiality in all aspects of the role.
- Review SIWM and TSI Weeklies, provide feedback, and keep track of pending action items until completion.

**Other**
- Assisting with additional tasks and duties, as required.

**REQUIREMENTS: (Qualifications, Experience & Skills)**
- Post-secondary diploma or degree in Business, or equivalent.
- Minimum of 3 years in office administration.
- Proficient computer skills and in-depth knowledge of Microsoft Office.
- Previous office management experience is considered an asset.
- Strong verbal and written communication skills.
- High level of professionalism, trust, and ability to maintain strict confidentiality.
- Strong analytical, decision making and problem-solving skills.
- Self-starter that requires mínimal supervision.
- Responsible, reliable, and results-driven.
- Possesses initiative and is proactive.
- Developed interpersonal and team-building skills.
- Assertive, confident, and able to deal with issues head-on as they happen.
- Strong attention to detail, clerical accuracy, and the ability to self-audit.
- High energy, organized, and resourceful.
- Strong organizational and time management skills.
- Able to multi-task and keep projects on track to meet strict deadlines and follow through on projects until completion.
- Demonstrates leadership and influencing skills.
- Flexible and able to work after hours on occasion as required.

Located near Yonge St. and Sheppard Ave. in North York, Toronto. We are seeking a dynamic and adaptable team member who can thrive in a hybrid work environment, combining the best of both remote and in-office work to achieve our goals.

Pre-employment work references, credit and criminal background checks are required.

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