Intern
4 days ago
My Visa Source (MVS) is a LegalTech company. An Executive is seeking an Intern Executive Assistant to assist with job functions across multiple departments. We're located in the heart of downtown, Toronto.
The successful applicant would perform a variety of administrative and clerical tasks, financial and human resources administration, and provide professional support to the group's CEO and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
**Duties**:
- Builds effective relationships with internal/external stakeholders.
- Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
- Gathers and formats data into regular and ad-hoc reports, and dashboards.
- Leads the planning, coordinating, and implementing department events.
- Provides senior-level administrative and operational support to the group's CEO.
- Employs systems (e.g. customized exception reports, tracking reports, etc.) to manage information.
- Integrates information from multiple sources to enable more efficient processes, enhanced analysis, and/or streamlined reporting.
- Provides input into the planning and implementation of administrative programs.
- Coordinates and monitors budgets and reporting on results vs. budget.
- Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms, and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
- Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
- Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
- Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
- Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
- Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
- Makes travel arrangements, booking flight/hotel reservations as needed.
- Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building-related matters including incoming/outgoing staff and contractors, relocations, office planning, and new furniture requirements while ensuring mínimal interruptions to business operations.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Maintains and tracks overtime, on-call claims, staff vacations, and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
- Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
- Collaborates with internal and external stakeholders in order to deliver on business objectives.
- Organizes work information to ensure accuracy and completeness.
- The focus may be on a business/group.
- Thinks creatively and proposes new solutions.
- Exercises judgment to identify, diagnose, and solve problems within given rules.
- Works mostly independently.
- Broader work or accountabilities may be assigned as needed.
- Specialized knowledge from education and/or business experience.
- Verbal & written communication skills - In-depth.
- Collaboration & team skills - In-depth.
- Analytical and problem-solving skills - In-depth.
- Influence skills - In-depth.
- Additional duties, on a needs basis.
Schedule:
- Monday to Friday
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