Executive Assistant to CEO

2 weeks ago

Toronto, Canada GemDen Full time

**Be Part Of The Team That Brings The World Together**

Job Opportunity: Executive Assistant To The CEO

Join an organization that plays a critical role in a wide range of industries. We focus on doing incredible work internationally with our various clients and partners both public and private.

GemDen is responsible for the stewardship of industry standards in asset management and socioeconomic development. Our mandate as set out in our corporate governance is to improve the quality of life for the average person and at the same time deliver ethically sourced high value assets.

In line with our vision to be the worlds premier asset management firm, we are looking for an executive assistant who has motivation, integrity and has a passion for finance, high value assets and for exemplary customer service.

The executive assistant is responsible for supporting the CEO as well as managing administrative tasks. They must be a self starter who is solution focused and goal oriented and is able to work under high pressure environments.

Our firm offers an extremely competitive salary and offers various benefits to support our staff members.

The responsibilities include:
Executive Administration Support
- Maintain executive appointment calendars to coordinate meetings, appointments and commitments; excellent understanding of the executive team, and an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive’s time
- Bring forward calendar items for follow up and/or action, issue reminders and follow up on responsibilities
- Arrange appointments and organize internal and external meetings and events, including but not limited to booking meeting rooms/venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials. Prepare and mail invitations and coordinate rsvp’s. Communicate details to participants. Take minutes and note action items at meetings and distribute to participants
- Assemble and prepare reports, documents, briefs and support materials for meetings
- Research, compose, proofread, and format correspondence, presentations, and spreadsheets as required
- Provide general assistance to all staff and visitors, screen and respond to telephone inquiries, and redirect information as appropriate on behalf of the executive
- Liaise with travel agent to determine flight schedules, hotel bookings; arrange appointments and meetings; prepare travel documents and materials
- Review and process mail while instituting effective and discreet handling of sensitive documentation
- Prepare and monitor departmental budgets including the preparation of submissions, contracts, purchase orders and processing of payments. Coordinate purchases using corporate credit card

Collaboration and Teamwork
- Articulate and live the GemDen culture and values, set an example by modelling the required behaviours
- Provide back-up support within the executive assistant team, ensuring appropriate executive support

GemDen Programs and Events
- Coordinate, and provide senior executive administrative support to, meetings between CEO and Team Members as well clients
- Coordinate or participate in corporate wide events or committees for employees as required

You are a professional, collaborative, self-motivated individual with excellent interpersonal skills, including tact, diplomacy and the ability to liaise effectively and positively with both staff and outside contacts. You are able to anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives.

**Job Types**: Full-time, Fixed term contract

**Salary**: $80,000.00-$120,000.00 per year

**Benefits**:

- Automobile allowance
- Company events
- Company pension
- Dental care
- Discounted or free food
- Extended health care
- Housing allowance
- Life insurance
- Paid time off
- Vision care
- Wellness program

Schedule:

- 12 hour shift
- Holidays
- On call
- Weekend availability

Supplemental pay types:

- Bonus pay
- Overtime pay
- Retention bonus
- Signing bonus

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Executive Assistant: 4 years (preferred)

**Language**:

- English (required)
- French (preferred)

Willingness to travel:

- 100% (preferred)

Work Location: On the road

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