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Executive Assistant

4 months ago

Greater Toronto Area, Canada AutoTrader.ca Full time

Provides, with minimum supervision, confidential administrative support to the Executive and the team, in order to ensure smooth departmental/organizational operations. Works closely with the Executive in order to ensure maximum time management, using discretion at all times.

**What You’ll Do**:

- Maintains and manages Executive’s appointment schedule. Plans, organizes and schedules meetings, conferences and teleconferences according to specific requests, by anticipating all necessary conveniences.
- Schedules and attends confidential management and board meetings, prepares board decks and agendas, presentations, materials, and transcribes or distributes minutes. Acts as constant liaison and gatekeeper between the Executive and all members of the team, and with customers/suppliers, while demonstrating tact and professionalism.
- Coordinates all travel arrangements for the Executive and offsite department/Exec meetings (itineraries, airfare, hotel accommodation, car rental, etc).
- Accounting/budget:

- Updates management files, prepares expense reports, verifies department expenses, provides follow-up, and makes sure invoices are processed. Helps Accounting prepare certain budget-related documents.
- Collaborates with HR with regard to employee records, i.e.: evaluations, hiring, terminations and time reports.
- Undertakes personal projects including move, immigration documentation, personal and family travel, personal appointments, coordinating with agencies and vendors.

**What You’ll Need**:
Diploma in secretarial or office automation.

5+ years’ experience as an Executive or Administrative Assistant

Advanced knowledge of Excel, PowerPoint, Word, and Outlook

Marked interpersonal relations skills.

Excellent organizational skills, marked ability to prioritize.

Highly autonomous

Accommodating and versatile

Qualities required: tact, discretion, initiative, diplomacy, attention to detail, multi-skilled, professionalism and outgoing nature.

Ability to deal with emergencies and work under pressure.

Flexible to work from Etobicoke office and travel to the residence at Oakville. Occasional travel to downtown office.

**What’s in it for you**
- We understand that there is life at work and life outside of work. Here are a few benefits we all benefit from that support us to be our creative best.

**Fitness and wellness**
- We provide discounts to nation-wide gyms, onsite gyms (when we’re in the office), an Employee and Family Assistance Program, as well as a virtual wellness program.

**Benefits from Day 1**
- Gym discounts
- Local in-office free gyms
- Employee and Family Assistance program
- Weekly virtual wellness events
- In addition to in-house training, we provide an annual lifestyle allowance of $1500 so you can grow your skills.
- Conferences & training budget
- Regular internal training programs

**Financial planning**
- Let us help you invest in your future with 3% matching towards your pension and multiple forms of income protection.

**Competitive salary**
- Annual bonus structure
- 3% CPP matching