Executive Assistant

2 months ago

Toronto, Canada Canada Infrastructure Bank Full time

Careers- Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB’s mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.**Your responsibilities**:

- Manage calendar of appointments; plan and coordinate supported Executive schedules and proactively prioritize and manage requests for access to their time
- Establish positive and productive relationships with executive assistant counterparts within the CIB, and externally as required
- Keep the supported Executive(s) well informed of upcoming commitments, and proactively identify forward-looking commitments that need attention
- Arrange, confirm, and prepare briefings for scheduled meetings by obtaining relevant background information, materials, and supporting documents prior to each meeting to properly prepare the Executive(s).
- Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, and within deadlines
- Utilize project management skills to help organize, track and follow up on corporate initiative timelines and critical paths that are the responsibilities of Executive(s).
- Make travel and other logistics arrangements and prepare itineraries and agendas, and complete expense reports, for Executives and their senior management team within the Travel & Hospitality guidelines
- Plan, organize, and manage various virtual and on-and-off-site meetings and special events, including meetings with employee(s) and with stakeholders, industry groups, researchers, and other external parties
- Monitor and manage media subscription renewal and industry and stakeholder membership renewal
- Provide guidance on the expense report process, review and verify expense reports being submitted to the Executive(s) for approval are in line with CIB guidelines
- Work with Corporate Finance on annual budget development and ongoing tracking, and processing of invoices
- Liaise with IT support to resolve any technical issues
- Manage special projects, pursue continuous improvement initiatives, and perform other duties as required
- Provide direct management and/or mentoring to other administrative staff within the team or the CIB

**Your ideal profile**:

- Bachelor’s degree preferred, or equivalent education and experience
- Minimum 10 years of experience including experience in supporting senior executives and interacting with senior individuals from other organizations
- Experience in both private and public sectors would be a definite asset
- Proficient in Microsoft Office (Outlook, Word, Calendar, Excel, and PowerPoint), with a proven ability to learn and use new software as required
- Experience that demonstrates outstanding judgment and organizational skills with attention to detail, the proven ability to handle confidential information with discretion, the ability to manage and prioritize various competing demands, and the highest level of client service and response
- High degree of tact and diplomacy, as well as absolute discretion in dealing with confidential, sensitive information
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, government officials, external clients
- High level of time management and organizational skills, with demonstrated ability to prioritize and manage multiple tasks and projects in a fast-paced environment
- Ability to exercise sound judgment and problem-solving skills in a variety of situations, and to proactively identify requirements
- Flexible and willing; demonstrate a “can do” attitude and demonstrated support for and deal with continuous change
- Capability to work independently with mínimal supervision while working as a team player
- Flexibility to occasionally work outside of regular hours is required to support meetings, events or special requirements
- Experience managing other administrative staff is advantageous
- Bilingual (French and English) - written and verbal is very strong asset
- We thank you for your interest. Only those selected for further screening or an interview will be contacted._

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