Executive Assistant 1

2 weeks ago

Mississauga, Canada Symcor Inc. Full time

About Symcor

Symcor enables secure data exchanges and supporting business processes, to help clients succeed in an evolving digital world. Trusted by Canada's largest institutions for over 25 years to support their digital transformations, Symcor aligns industry participants to solve common challenges in the most effective and efficient way.

**The Opportunity**:
This is a hybrid role with expectations for on-site presence weekly for purpose-driven planned, and ad-hoc meetings such as in-person team collaborations, team events, workshops, etc.

**About The Role**:
1. Calendar management
- Manage all aspects of the IT Management Team calendar, including scheduling meetings and visits with internal employees, external clients, business partners, and vendors
- Manage access to the IT Management Team’s time confirming there are no scheduling conflicts and ensuring the team is in the right place at the right time
- Collaborate across the internal departments as well as external contact, clients, and executives to schedule in person and virtual meetings

2. Meeting Coordination and Event Planning
- Book conference room facilities and schedule group meetings, team events, including luncheons and other business-related functions on behalf of IT Management Team
- Strongly contribute to the planning and execution of the annual IT all-staff conference
- Manage bookings, catering, materials, parking etc. for group meetings and events

3. Meeting Preparation
- Assist the IT Management Team with finalizing meeting material by providing an extra layer of review on presentation material before distribution ensuring appropriate formatting and correct use of language

4. Travel and Expense Management
- Arrange travel itineraries, including flights, accommodations, and transportation for IT Management Team
- Prepare, submit, or approve expenses, ensuring adherence to company policies

5. Organizational Management
- Maintain shared document libraries with a focus on folder structure and material currency
- Complete regular attestation documentation and electronic sign-offs for CIO
- Proactively champion process augmentation to be more efficient or automated
- There may be opportunities for other duties that contribute to the successful support of the team

**What You Need to Succeed**:
**Education**:

- College or University Degree in Business Administration or similar discipline or equivalent work experience

**Experience**:

- Possess 2+ years of distinguished experience supporting executives, underscored by proficiency in Outlook calendar management
- Ability to manage and organize complex schedules
- Proficiency in expense reporting and budget management
- Large meeting and social event planning background
- Demonstrated high level of accuracy and attention to detail in a fast-paced, consistently evolving environment, managing multiple tasks simultaneously as priorities change

**Skills**:

- Excellent organizational, time and productivity management skills
- Highly developed communication skills (written/verbal) and interpersonal savvy
- Tact, integrity, diplomacy and ability to display a high degree of discretion in dealing with confidential information
- Ability to work independently and manage multiple fast-paced, changing priorities
- Proactive and anticipate the next step for different scenarios and outcomes
- Technology proficient with a high interest in new and emerging software and technologies
- Superior computer skills (MS Office (Outlook, PowerPoint, Excel) and SharePoint). Create, edit, and format documents, spreadsheets, and slides, as well as collaborate and share files online
- Able to collaborate effectively across internal departments

What’s In It For You

At Symcor, we define our success by what we help others achieve. We were created to support our clients and, through our products, services, and solutions, protect and strengthen their brands. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.
- A comprehensive Total Rewards Program that includes a competitive compensation package, flexible benefits and time away options, retirement and savings plans and a commitment to your overall health and well-being through our myWell-being program.
- Leaders who support your development through coaching and managing opportunities.
- Ability to make a difference and lasting impact.
- Opportunities to do challenging work and progressively take on greater accountabilities for growth.
- We foster an inclusive atmosphere of One Symcor with our philosophy of +1 Unique You®, we harness each employee’s uniqueness, different skills, backgrounds, and perspectives to contribute to mutual success. It is the diversity of our people and the inclusive environment that has been and will always be key to Symcor’s success.

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