Executive Assistant to Cfo

4 months ago

Toronto, Canada Royal Ontario Museum Full time

Are you passionate about culture, the arts, natural history, and science? Are you keen on how these elements come together to tell the many stories of humanity? **Join our team at ROM and consider a fulfilling career as an Executive Assistant.**

The Royal Ontario Museum (ROM) is a globally renowned institution celebrated for its multidisciplinary collections, ground-breaking research and iconic architecture. Spanning art, culture, and nature from around the world and across the ages, the Museum’s comprehensive collection, coupled with its exceptional exhibitions, installations, and programs that speak to diverse audiences, has made ROM a leading cultural destination for local, national, and international visitors.

***:
Applicants must be committed to the values that underpin ROM’s work and will be expected to demonstrate the following essential skills and experience:
**RESPONSIBILITIES**:

- Provide highly effective and efficient administrative support to the Chief Marketing & Communications Officer and the Deputy Director & Chief Financial Officer
- Ensure the executives are always briefed for various meetings and engagements. Prepare supporting material such as agendas, correspondence, reports, and presentations for meetings as needed
- Provide technical set up and logístical support for meetings and presentations
- Act as the main point of contact for inquiries related to the executives’ availability. Strategically manage the complex calendars and multiple competing and urgent scheduling priorities of the executives
- Leverage project managing skills to support and track projects. Take meeting notes, identify action items, and coordinate next steps to move projects forward and contribute to their completion
- Develop and maintain positive relationships with internal and external contacts. Employ communications and interpersonal skills to this role as a key intermediary between the executive leaders and a range of stakeholders and partners
- Collaborate across departments to coordinate meetings, activities, and events
- Refine administrative processes to boost efficiency. Leverage your organizational skills to maintain meticulous files, with materials readily accessible and regularly updated
- Plan and coordinate travel arrangements, itineraries, correspondence, registrations, authorizations, claims, and reconciliations as per Museum policies for the executives
- Assist with budget and operational planning. Ensure adherence to Museum policies for signing authority
- Maintain confidentiality and discretion, exercise good judgement and initiative, while projecting a tactful, diplomatic, and professional approach at all times
- Think critically in unexpected situations to assess needs and prioritize tasks effectively
- Provide ongoing support, research, and documentation for the executives’ involvement in committees and working groups
- Assist on special projects, as required

**QUALIFICATIONS AND SKILLS**:

- A university degree or college diploma in Business Administration, or a related field. Equivalent combinations of education and experience will also be considered.
- At least five years of experience in a senior administrative role and demonstrated experience managing the priorities of a senior leader with competing demands
- Proficiency in Microsoft Office including Excel, Outlook, PowerPoint, etc., and Adobe software is essential. The role requires creating, managing and presenting various content and data effectively necessitating high competency with these tools
- Detail-oriented and organized with strong project planning and time management skills
- Strong critical-thinking and decision-making skills
- Ability to work independently, take initiative, be proactive, and work effectively under pressure, ensuring smooth and effective operation of day-to-day activities.
- Excellent problem-solving skills and proven ability to exercise sound judgement in complex situations
- Collaborative with demonstrable interpersonal and relationship-building skills, and the ability to communicate professionally and respectfully at all times.

**SALARY & TERMS OF EMPLOYMENT**

**START DATE: ASAP**
**OPEN DATE: August 21, 2024**
**CLOSE DATE: September 6, 2024**
**STATUS: Full-time Permanent**
**EMPLOYEE GROUP: Non-union**
**SALARY: $66,125 - $77,794**
**SCHEDULE: 35 hours weekly**
**PROBATIONARY PERIOD: Six (6) months**
**LOCATION (hybrid): Toronto, ON**

**Diversity Statement**

**Accessibility Statement**

ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.

LI-Onsite

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