Executive Personal Assistant

6 months ago

Toronto, Canada The PUR Company Inc. Full time

SUMMARY
The Executive Personal Assistant is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO). Duties include but are not limited to reception, filing, organization, arranging travel plans, scheduling appointments drafting both internal and external correspondence and personal errands. The Executive Personal Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. Other duties shall be assigned as necessary.

**Responsibilities include but are not limited to**:

- Accurately manage and coordinate a detailed calendar of meetings and events (both personal and business) for the CEO.
- Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information.
- Review all documents, reports, and correspondence prepared for executive signature for format, content, grammar, spelling and make edits as necessary.
- Arrange business/personal domestic and international travel, transportation, reservations, and accommodation for the executive and family.
- Coordinate logistics of office activities, meetings, seminars, workshops, special projects, and speaking events.
- Track CEO’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines, and key deliverables.
- Conserves the CEO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
- Complete expense reports on behalf of the CEO, and other related duties.
- Present a positive and professional image of the CEO’s office to all visitors, suppliers, inquiries, and other persons.
- Provide administrative and office management support to the CEO and the office team, as directed.
- Troubleshoot and/or escalate office administration issues.
- Assist People & Culture with scheduling interviews, conducting reference checks, preparing on-boarding packages and other administrative duties.
- Manage and order office supplies.
- Provide special project leadership and support as needed.
- Complete ad hoc projects as assigned - such as personal errands, events and/or family needs.

QUALIFICATIONS
- Bachelor's degree preferred.
- 3+ years of related experience required in working in an executive personal assistant role supporting C-Level executives in a fast-paced professional office.
- Demonstrated experience in arranging complex business/personal domestic and international travel, transportation, and accommodation for executives and their families.
- Computer savvy - advanced proficiency in the Microsoft Office suite of programs (Excel, Word, PowerPoint, Outlook and Teams).
- Impeccable organizational, scheduling, and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines.
- Ability to communicate effectively and professionally. Exceptional written communication skills, including grammar and proof-reading ability.
- Meticulous attention to detail and accuracy.
- Extensive working experience with dictation and transcription.
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources.
- Solutions-oriented with an ability to think on your feet, anticipate needs/problems, and demonstrate personal accountability, initiative, and follow-through.
- A motivated, resourceful, self-starter who can work independently and collaborate with team members with mínimal direction.
- Trustworthiness, discretion, and sound judgment handling confidential and sensitive information.

PUR is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility to Ontarians with Disabilities Act. If contacted, please advise should you require accommodation during the hiring process.

We can’t spell PUR without U

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