Executive Assistant to The Chief Administrative

7 months ago

Toronto, Canada The Royal Conservatory Full time

**Job Description**:
**What is the Opportunity?**:
The Executive Assistant plays a pivotal role in delivering and maintaining varied administrative support for the office of the Chief Administrative Officer (CAO). Serving as the primary contact between staff members, the board of directors, external partners, and the CAO, the Executive Assistant will manage the CAO’s day-to-day office operations and business activities. This includes providing strategic management of the CAO’s complex schedules, coordinating meetings, preparing, and tracking the CAO’s expenses and arranging travel, and assisting in the planning of board meetings and staff events. This position requires an individual who has the experience to be able to liaise and communicate effectively with senior leadership and their subsidiary teams and committees.

**Main Duties & Responsibilities**:

- Provides direct administrative support and assistance to the CAO and their direct reports.
- Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CAO.
- Maintains effective schedule for the CAO, checking and managing the daily calendar for required information and meetings.
- Maintains regulatory filings for the organization, including maintaining and updating the filing system for the CAO.
- Liaises with other departments, including the Senior Management Team.
- Ensures timely distribution of meeting materials, tracks outstanding matters, maintains (and records) meeting minutes, and ensures logistics are planned and followed through transparently.
- Prepares and composes correspondences, both internal and external; this includes preparing letters, reports and presentation materials as requested.
- Coordinates with members of the Board of Directors/Committees; this includes scheduling meetings, coordinating mailings of Board materials, booking facilities, arranging catering, and maintaining corporate regulations.
- Creates, maintains, and updates the contact lists of members of the Board and Committees.
- Supports CAO’s preparation for board meetings, managing board submissions, providing official minute recording, communicating decisions, and providing liaison services between the CAO, the Chair, and Board of Directors.
- Assists with corporate communications, special events, and media relations as required
- Provides event support and planning, including leadership meetings and staff-wide events; this includes logístical research and planning, day-of support, and invoice/billing management.
- Welcomes and greets guests, board members and other stakeholders, and responds to telephone inquiries on behalf of the CAO’s office.
- Maintains confidence for the CAO and Board of Directors’ operations.
- Continually seeks ways to evolve and improve the operational efficiency of the CAO’s systems and procedures to enhance staff and office operations.
- Provides support and coverage for the CEO’s Executive Assistant and any other Executives due to any absences (i.e., travel in different time zones and vacation, etc.).
- Performs other related duties as required.

**Job Requirements**:
**What We're Looking For**:

- A minimum of 10 years of administrative experience in a corporate environment is required. Executive assistant experience preferred.
- Post-Secondary degree or diploma in Business or Office Administration, or in another related discipline; or an equivalent combination of education and experience.
- Strong knowledge of office operations, procedures, and practices.
- Exceptional organization and time management skills to manage multiple or shifting priorities.
- Ability to work for multiple executives on an as needed basis.
- Strong interpersonal and verbal communication skills with the ability to develop productive and positive working relationships with a wide range of peers and stakeholders.
- Ability to anticipate issues and initiate appropriate action.
- Solid management skills with the ability to work independently with mínimal supervision.
- Ability to adapt to change and perform well in a fast-paced working environment.
- Excellent written and verbal communication skills with a keen attention to detail.
- Operates with tact and discretion, always utilizing sound judgment, with the ability to assess the priority and sensitivity of confidential information.
- Demonstrated financial acumen.
- Previous experience with government relations and/or communications is an asset.
- Event management experience is beneficial including logistics and travel.
- Experience overseeing budget and expenses is considered an asset.
- Experience developing internal processes and filing systems is considered an asset.

**Salary Range**:

- $70,000 - $80,000 per annum

**Additional Information**:

- Office environment with occasional requirements to work outside of regular office hours.
- Assistance with evening events are required.
- Works with tight deadlines.
- Works with confidential issues

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