Executive Assistant

3 weeks ago

Toronto, Canada Teranet Full time

Core Accountabilities and Outcomes:

- Works with the CEO to ensure his time and activities are coordinated in a manner that maximizes his effectiveness as the business’ leader.
- Drafts, prepare and review final copies of various correspondence on behalf of the CEO (letters, memos, expense forms, internal and external communications, presentations, etc.) and is proficient with all Microsoft products and grammatical skills.
- Is able to and interested in learning the business to better understand and anticipate the needs of the CEO, Executive Team and CEO office.
- Understands the responsibilities and priorities of the CEO and the business of the Company, and proactively coordinates the activities of the Office of the CEO of Teranet
- Possesses strong critical thinking capabilities to support effective problem solving and appropriate decisions having assessed a situation.
- Has strong listening skills and can digest and interpret information to determine next steps. Will proactively seek out internal and external influencers to better understand and represent the office.
- Work supportively with other Executive Assistants to (i) improve collaboration and comradery on the Teranet Executive team, and (ii) elevate the overall standard of capabilities and professionalism of the function within Teranet.
- Manages the calendar of the CEO to promote productivity including scheduling of all meetings, coordinating visits with internal/external contacts, booking appointments, making all travel arrangements, personal appointments etc.
- Ensures CEO schedule is appropriately paced to facilitate enough time to prep for meetings and complete deliverables.
- Observe, analyze and recommend changes to the functioning of the Office of the CEO to ensure overall effectiveness and efficiency for the rest of the organization.
- Track and manage the receipt of responses to requests for information made by the CEO.
- Follow up and act as a liaison for the Office of the CEO with various individuals both internally and externally, at all levels of the organization.
- Handle highly sensitive and confidential matters as part of daily administrative duties. Proactively manages an action item inventory and actions those within their purview.
- Respond to, and resolve general and confidential inquiries, working closely with other internal departments, as well as external contacts.
- Take requests or recognizes a need and independently manages it through to a successful outcome even if it means ensuring and coordinating the contribution of others.
- Be responsible for receipt, distribution, payment, and analysis of invoices and materials ordered for the department.
- Coordinate and complete various special projects/assignments as required.
- Supports the administrative needs of the Teranet Board of Directors, Board Chair, Board Investment Committee, and Investment Committee Chair and Shareholder Asset Manager.
- Proactively coordinates CEO involvement in internal and external events and meetings ensuring logistics, preparation time and materials are prepared/delivered on a timely basis.
- Ability to understand desired outcomes and project manage them to success as assigned.
- Proactively build leverageable relationships with:

- Internal leaders and those that support them.
- Board Members
- Executive Assistants of key customers, partners and stakeholders
- Other duties as assigned.

Written Communication:

- Maintaining and monitoring project plans, project schedules, work hours, budgets, and expenditures, deliverables on a timely basis.
- Building executive-level presentations and analysis and decks using the Microsoft Suite of products and Teranet’s Contract Management system. More particularly strong PowerPoint, graphic and intel skills
- Organizing, attending, and participating in stakeholder meetings. Ability to understand the discussions and capture relevant notes and action items and then to monitor and work with the CEO to ensure completion.
- Documenting and following up on important actions and decisions from meetings.
- Preparing necessary presentation materials for meetings.
- Ensuring project deadlines are met.
- Providing administrative support as needed.
- Undertaking project tasks as required.
- Developing project strategies and project managing as assigned.
- Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
- Ensure stakeholder views are managed towards the best solution.
- Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
- Create a project management calendar for fulfilling each goal and objective.
- Draft and or edit/proof communications from the office of the CEO and Board Chair to ensure professional and concise representation of the matter and the office e.g. Investor presentations, Board communications, stakeholder comms.

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