Personal Assistant to Coo

6 months ago

Toronto, Canada Instaclick Full time

**Summary**:
**Responsibilities**:

- Proactively oversee and organize the COO's schedule, coordinating meetings, conference calls, and appointments with both internal team members and external clients/vendors to optimize time management.
- Efficiently arrange and manage various meetings, events, seminars, and conferences, ensuring all necessary materials and catering arrangements are in place.
- Expect to handle numerous personal errands as part of this role.
- Provide comprehensive administrative support to the COO.
- Handle sensitive and confidential data.
- Facilitate communication with clients and other external parties as needed.
- Take charge of special organizational and research projects as instructed.
- Regularly reconcile the COO's credit card expenses and banking statements.
- Undertake additional responsibilities as necessary, displaying personal initiative.
- Manage the scheduling of appointments, meetings, and travel plans for the COO, staff, and guests.
- Prepare various reports and written materials.
- Handle correspondence, including tasks such as photocopying, faxing, mailing, delivery, and filing.
- Fulfill other general administrative duties as required.

**Required Skills and Qualifications**:

- A minimum of 3 years of prior experience in personal administration, supporting Senior Executives.
- Demonstrated capability to consistently deliver high-quality work even under tight deadlines.
- Exceptionally organized and detail-oriented.
- Well-accustomed to a dynamic, fast-paced work environment with frequently changing priorities.
- Proactive, efficient, and unwaveringly committed to maintaining a high level of confidentiality.
- Proven track record of effective teamwork and providing outstanding customer service to both internal and external stakeholders.
- Proficiency in both written and spoken English is essential.
- Proficient in computer software, including MS Word, Excel, and PowerPoint.
- A college or university degree is required.
- Flexibility to work outside regular hours, including weekends, when the Executive is traveling or in emergencies.

**Benefits**:

- Competitive Salary
- Extended Health benefits

**Notes**:
This is a hybrid position, with a portion of your work conducted at the Executive's loft a few times per week, while the remainder can be completed remotely from your home. Additionally, there may be occasional errands to run as part of your responsibilities.

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday
- On call
- Weekends as needed

Ability to commute/relocate:

- Toronto, ON M5J 2S7: reliably commute or plan to relocate before starting work (required)

Application question(s):

- How many years of professional experience with personal assistant work (travel arrangements, coordinating meetings, online research, scheduling courier shipments, running personal errands etc.) do you have?
- Do you have access to a vehicle or reliable public transportation to commute to/from the Executive's loft and running errands?
- Are you willing to provide support after hours and/or weekends when needed?
- What is your salary expectation?
- This is a hybrid role, working from the Executive's loft (Toronto, ON M5J 2S7) few times a week and the rest will be working from home. Are you ok with that?

Work Location: Hybrid remote in Toronto, ON M5J 2S7

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