Executive Assistant

5 months ago

Mississauga, Canada Element Fleet Management Full time

Get started on an exciting career at Element_

Element employees make a difference in the lives of others every day. We are re-defining the fleet management industry to be people first, then business - delivering on our promise of a superior client experience. This takes hard work and innovation, and we need more like-minded people on our team.
- What We Need
- We are looking for a proven and experienced Executive Assistant (EA) with a passion for supporting a c-suite executive. This EA will serve as a strategic and tactical partner supporting an Executive Vice President (EVP) within our business.
- Are You:
- Excited about working closely with a senior executive and supporting their needs allowing them to focus on strategic aspects of the business?-
- Extremely detail-oriented with a reputation for being organized and managing multiple priorities?- As an Executive Assistant, you will partner with and enable an EVP to enable Executive Vice President (EVP) effectiveness and wellness via proactive planning and management of EVP’s focus and impact on strategic priorities and key constituencies. Ensure the office of the EVP runs smoothly, including calendar, travel, meeting management and deliverables. Accountable for effective coordination across stakeholders and EA peers - our people, senior leaders, clients, investors and partners - as it relates to the office of the EVP.
- A Day in the Life
- Executive Office Management
- Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the EVP and team, demonstrating leadership to maintain credibility, trust, and support.
- Provide sophisticated calendar management for EVP. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure best use of EVP’s time.
- Complete a broad variety of administrative tasks that facilitate the EVP’s ability to effectively lead, including: assisting with special projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; making travel arrangements; and completing expense reports.
- Effective organization of calendar, materials, meeting preparation and follow-up actions, decisions and resolutions
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Works from our Mississau office location 3 days a week to ensure adequate in-office coverage and support, and collaboration across EA peers.
- Team Effectiveness
- Provide support to EVP’s direct reports as appropriate based on priorities and capacity including calendar management, travel arrangements, and expense reporting.
- Planning and coordination of work across the team and organization as needed; play a key role in the coordination of efforts both within and outside the department.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Anticipate the needs of others in order to ensure their seamless and positive experience.
- Effectively resolve conflicts and escalate professionally and in timely manner
- Planning and coordination of work across the team and organization as needed; play a key role in the coordination of efforts both within and outside the department.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Anticipate the needs of others in order to ensure their seamless and positive experience.
- Effectively resolve conflicts and escalate professionally and in timely manner
- Office and Special Event Support
- Actively participate as member of broader Executive Assistant cohort, sharing best practices and learnings.
- Collaborate with Executive Assistants across EXE and Administrative Assistants across the broader organization for scheduling and event coordination to ensure appropriate leadership coverage, and proactively resolve when calendar conflicts arise.
- Provide backup support to Executive Assistant cohort as required to cover vacation, special events, or leaves of absence.
- Provide event management support as requested.
- Provide hospitality to all office guests and help to create a welcoming work environment.
- Requirements- High school diploma or equivalent required; Bachelor’s Degree preferred.-
- 10+ years’ experience in a demanding administrative position for high-performing teams, supporting multiple individuals and involving considerable executive exposure; prior experience supporting a C-suite executive preferred.-
- Strong written, verbal, and interpersonal communication skills, with the ability to exercise diplomacy and influence in challenging situations.-
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.-
- Robust interpersonal skills with evidence of teamwork a

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