Executive Assistant to CEO

5 months ago

Collingwood, Canada First Affiliated Full time

**Executive Assistant, Office of the CEO**

**Who We Are**

First Affiliated is a privately owned Canadian Multi-Family Office providing UHNW families with comprehensive wealth management for over 35 years. We exist to Empower Prosperity and Build Legacies so that our team, and our client families, thrive on a foundation of stability, excellence, and independence.

**Our People and Culture**

The Team at First Affiliated is a dedicated, caring, respectful and enthusiastic group of professionals working in a dynamic environment. Many of us have been with First Affiliated for over 15 years. We foster a sense of teamwork inside our organization and with our clients and their advisors, in order to create a dependable, accessible, accountable and nurturing environment which is non-hierarchical in nature. We operate from three locations: Collingwood, Mississauga, and Halifax, blending time in the office together with days working from home. Hours and days of work have some flexibility and full time is a 4 ½ day work week. This position offers excellent salary, bonus structure and benefits, including flexible vacation policy.

**Position Summary**

This is a full-time position (4 1/2 days per week), reporting to the CEO and COO, working out of the Collingwood office. This position oversees, organizes, and ensures follow-through on the administrative aspects of the office of the CEO/COO, including scheduling, required outputs, and management of reception at the Collingwood office.

**Key Responsibilities**

**Plan, organize, communicate and gate-keep for the CEO/COO**
- Serves as primary contact/gatekeeper for internal and external parties on all matters pertaining to the Office of the CEO/COO, including those of a highly confidential or critical nature.
- Triage incoming communications, identify priorities, and determine appropriate course of action, referral, or response, exercising unparalleled professionalism to promote First Affiliated and reflect the CEO’s/COO’s styles, and uphold the organization’s reputational identity.
- Calendar maintenance - coordinating CEO’s/COO’s work and personal schedule.
- Understand the monthly, weekly, and daily agendas for the CEO/COO
- Act as the liaison and gatekeeper with internal and external parties looking to schedule meetings with CEO/COO to ensure schedule remains manageable.
- Works with FOC’s and FOM’s to coordinate ongoing Client meetings to confirm proposed dates do not conflict with CEO’s/COO’s calendar or overload the daily/weekly/monthly agenda.
- Prepares meeting rooms for appointments and greets clients prior to meetings.
- Participate in initial supplier meetings for the CEO/COO to assess the need for further conversations where the CEO/COO would be present. Summarize the content of these meetings for their review.
- Supervise and provide approvals on client cash transfer transactions.
- Schedule business and personal travel for the CEO & COO - ie. finding best options for flights, hotels, cars, etc. and coordinating bookings. Responsibilities include building out itineraries on request.
- Read industry notices, periodicals and professional development opportunities received by the CEO/COO and summarize any key matters or items of interest for their review. In addition, work with the head of HR to schedule the relevant team conferences and seminars throughout the year and flag any professional development opportunities that may be of interest to the team.
- Schedule professional development opportunities for CEO to ensure required annual credits are achieved and recorded. In addition, ensure CEO professional designations and licensing requirements are up to date.
- Assist the CEO with corporate and client projects as needed:

- Preparation of PowerPoint presentations
- Initial drafts of correspondences from the CEO
- Completing reviews of client meeting minutes and FA news blasts until in a place where the communication is ready for final approval (CEO should not have to review for grammar or appropriate language)

**General Office Management and Personal Support**
- General Office Management: Manage phone lines for the office, open and organize receiving mail, coordinate outgoing mail and couriers, deposit cheques received for First Affiliated and also individual client accounts as needed, order office supplies, stock the office with communal food and toiletries, etc.
- Provide personal support to the CEO & COO - may include personal shopping, errands, paying bills (including reviewing each invoice and flagging any discrepancies), monitoring cash flow, staffing, home operations, scheduling personal appointments, handling car repairs interacting with home contractors — sourcing, negotiations, project oversight.

**Strategic Outreach and Relationship Management**
- EA will actively seek out, facilitate, and coordinate CEO’s participation in discussion groups, panels, speaking engagements, article submission, interviews, and networking even

  • Administrative Assistant

    4 months ago

    Collingwood, Canada Collingwood General and Marine Hospital Full time

    **CAREER OPPORTUNITY** Administrative Assistant Requisition Number **Choose Collingwood General & Marine Hospital**: Explore a role with Collingwood General & Marine Hospital (CGMH) and live your ideal lifestyle. Located on the shores of Georgian Bay, you have the opportunity to enjoy the 4-season recreational community. **Corporate Culture**: At...

  • Technical Sales Executive

    5 months ago

    Collingwood, Canada Point to Point Communications (Barrie) Ltd Full time

    Work Term: Permanent - Work Language: English - Hours: 40 hours per week - Education: Secondary (high) school graduation certificate - Experience: 5 years or more - or equivalent experience **Work site environment**: - Business **Work setting**: - Various locations **Tasks**: - Promote sales to existing clients - Identify and solicit potential clients -...

  • Administrative Assistant to The Manager

    5 months ago

    Collingwood, Canada The Osler Bluff Ski Club Full time

    **Do you want to work with a great team in a new role? Osler Bluff Ski club has an opportunity for you!** **THE OPPORTUNITY** **DUTIES AND RESPONSIBILITIES** - Build and maintain relationships with members, guests, and other employees in a friendly, courteous, and co-operative manner while maintaining a positive and helpful attitude. - Represent Osler...

  • Branch Operations Assistant

    3 weeks ago

    Collingwood, Ontario, Canada RBC Dominion Securities Inc. Full time

    Job SummaryThe Branch Operations Assistant plays a vital role in supporting the Branch Management Team, Investment Advisors, and Investment Advisor Associates. This position ensures the branch adheres to procedures outlined in Internal Controls policies and regulatory requirements.Key ResponsibilitiesProcess all branch cash transactions, including cheques,...

  • Executive Chef Assistant

    2 weeks ago

    Collingwood, Ontario, Canada McDonald's Restaurant Full time

    Job SummaryWe are seeking a skilled Line Cook to join our team at McDonald's Restaurant. As a key member of our kitchen operations, you will be responsible for preparing and cooking complete meals or individual dishes and foods to the highest standards of quality and safety.Key ResponsibilitiesPrepare and cook complete meals or individual dishes and...

  • Executive Chef Assistant

    1 month ago

    Collingwood, Ontario, Canada Oliver & Bonacini Cafe Grill Full time

    About the RoleWe are seeking a highly skilled and experienced Sous Chef to join our team at Oliver & Bonacini Cafe Grill. As a key member of our culinary team, you will be responsible for leading by example and inspiring your colleagues to deliver exceptional food and service.Key ResponsibilitiesLeadership and Team Management: Provide guidance and support to...

  • Executive Chef Assistant

    1 month ago

    Collingwood, Ontario, Canada Oliver & Bonacini Cafe Grill Full time

    About the RoleWe are seeking a highly skilled and experienced Sous Chef to join our team at Oliver & Bonacini Cafe Grill. As a key member of our culinary team, you will be responsible for leading by example and inspiring your colleagues to deliver exceptional food and service.Key ResponsibilitiesLeadership and Team Management: Provide guidance and support to...

  • Executive Chef Assistant

    1 day ago

    Collingwood, Ontario, Canada Osmow's Full time

    Job Description: As a vital member of our culinary team, we are seeking a skilled Grill Cook to join our crew at Osmow's. The role involves determining food portions and costs, planning menus, and supervising kitchen staff in a fast-paced environment. The ideal candidate will have secondary education and less than 1 year of experience in a restaurant or fast...

  • Executive Chef Assistant

    1 day ago

    Collingwood, Ontario, Canada Tesoro Mercato Full time

    Job Summary:We are seeking a talented Cook to join our team at Tesoro Mercato. As a Cook, you will be responsible for preparing and cooking complete meals or individual dishes and foods.Key Responsibilities:Food Preparation: Prepare and cook complete meals or individual dishes and foods, following established recipes and presentation standards.Customer...

  • Physiotherapy Administrative Assistant

    1 week ago

    Collingwood, Canada Maximum by Body 'n Balance Physiotherapy Full time

    **About us**: Maximum by Body 'n Balance Physiotherapy is a Physiotherapy clinic based in Collingwood, with a long-standing presence in the community. We pride ourselves on professionalism, agility, and collaboration. Our mission is to help patients return to the activities they love and keep them moving! **Our work environment includes**: **Compassionate...

  • Branch Operations Assistant

    4 days ago

    Collingwood, Ontario, Canada RBC Dominion Securities Inc. Full time

    Job Opportunity:At RBC Dominion Securities Inc., we are seeking a highly skilled and organized Branch Operations Assistant to join our team. This role is a great opportunity for someone who enjoys working in a fast-paced environment and is passionate about providing exceptional client service.Key Responsibilities:Process all branch cash transactions,...

  • Client Service Representative

    4 months ago

    Collingwood, Canada Shore to Slope Management Services Full time

    **About us** Shore to Slope Management Services is a fast-growing property management company in Collingwood, Ontario. Our diverse client portfolio includes condo, commercial, residential and estate management. Shore to Slope has been serving the Georgian Triangle region since 1991 delivering a trusted experience to our valued clients. **The Position** We...

  • Branch Operations Assistant

    2 weeks ago

    Collingwood, Ontario, Canada RBC Dominion Securities Inc. Full time

    Job DescriptionWhat is the Opportunity?The role provides support to the Branch Operations team, ensuring the branch is following procedures as outlined in the Internal Controls policies and regulatory requirements.What will you do?Process all branch cash transactions, including cheques and Bankwires.Prepare, review, and distribute Branch and Cage...

  • Branch Operations Assistant

    1 month ago

    Collingwood, Ontario, Canada RBC Dominion Securities Inc. Full time

    Job DescriptionWhat is the Opportunity?The role provides Branch Operations support to DS clients, Branch Management Team, Investment Advisors, and Investment Advisor Associates. This role ensures the branch follows procedures as outlined in the Internal Controls policies and regulatory requirements.What will you do?Process all branch cash transactions,...

  • Branch Operations Assistant

    1 month ago

    Collingwood, Ontario, Canada RBC Dominion Securities Inc. Full time

    Job DescriptionWhat is the Opportunity?The role provides Branch Operations support to DS clients, Branch Management Team, Investment Advisors, and Investment Advisor Associates. This role ensures the branch follows procedures as outlined in the Internal Controls policies and regulatory requirements.What will you do?Process all branch cash transactions,...

  • General Merchandise Assistant Manager

    5 months ago

    Collingwood, Canada Walmart Canada Full time

    **Position Summary... **:To support the Store Manager and manage store operations according to Company guidelines and lead Associates to ensure friendly, helpful service and drive profitable store sales. **What you'll do...**: 1. As a member of the Store Management Team drives profitable sales through achievement of sales and profit goals, budget management...

  • Office Administrator

    6 days ago

    Collingwood, Canada Georgian Triangle Humane Society Full time

    **Position Summary**: Reporting to the Business Administration Manager, the Office Administrator is responsible for providing comprehensive organizational and administrative support to the Executive Director, Customer Care Team and Volunteer Program Supervisor. This role requires a high-level of enthusiasm, organization, hospitality, and a passion for...

  • Project Coordinator

    2 months ago

    Collingwood, Ontario, Canada BELFOR Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Project Coordinator to join our team at BELFOR. The successful candidate will provide administrative support to our Project Managers, ensuring the smooth execution of projects from start to finish.Key ResponsibilitiesCommunication and CoordinationEffectively communicate with clients, vendors,...

  • Project Coordinator

    2 months ago

    Collingwood, Ontario, Canada BELFOR Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Project Coordinator to join our team at BELFOR. The successful candidate will provide administrative support to our Project Managers, ensuring the smooth execution of projects from start to finish.Key ResponsibilitiesCommunication and CoordinationEffectively communicate with clients, vendors,...

  • Corporate Store Supervisor Ii

    5 months ago

    Collingwood, Canada Bulk Barn Full time

    About Us Established in 1982, Bulk Barn is Canada's largest bulk food retailer with close to 300 stores and growing! The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and...