Executive Assistant

3 weeks ago

Toronto, Canada Softchoice Full time

As an Executive Assistant, you will provide support to select executive leaders here at Softchoice. The Executive Assistant will have primary responsibility supporting C-suite executives (i.e., CEO, CFO etc.) and will provide limited support to some of their direct reports to keep tight alignment on critical and sensitive matters. In addition, you will also provide administrative support through your primary executive’s office for important Board of Directors and Pubco processes. You will have the ability to manage your own desk and duties and build relationships across our enterprise along with the executive leadership you support.

This role reports directly to the Chief of Staff and SVP, Organizational Effectiveness and has daily interaction with, and heavy dotted line to, the principal executives it will support. The Executive Assistant roles are also part of the Corporate Administration team and work together on continuous improvements to the executive support processes of the Company.

This role is for a seasoned executive assistant who displays the sophistication and savvy to support and represent the top executives of the Company. They pride themselves on their professionalism, high quality work, responsiveness and ability to anticipate problems and solve them before they occur.

**What you’ll do**:

- Manage executives’ calendar requests within different time zones and in coordination with other internal and external stakeholders
- Coordinate and schedule various types of activities including onsite/offsite events, team calls and meetings on behalf of your executive(s) for various participants. This may require you to set up, test and run technology and presentations for meetings
- Make arrangement for Board of Directors meetings, coordinating with various Board Members and arranging production schedules and materials in preparation for the meeting. Be onsite to coordinate logistics and ensure smooth meetings
- Arrange executive business travel and itinerary to the profile of your executive(s)
- Submit & organize business expenses
- Be the face of your executive to internal and external stakeholders; professionally handling enquiries and requests as needed
- Support the coordination of various Pubco activities for your executives and their external stakeholders (i.e., analysts and bankers meetings, investor and earnings calls. etc.)
- Work as a proxy for your executive with regards to accepting meeting requests, providing expense or purchase requisition approvals, and other workflow items. Do this in conjunction with company policies and in alignment with each executive’s protocol
- Accurately work within deadlines and ensure your executives are able to do the same by being proactive
- Maintain customer confidence and protect operations by appropriately directing and controlling information, including keeping sensitive information confidential
- Collaborate with other Admin and Exec Assistants to proactively improve executive support processes
- Assist in preparing and distributing documentation and communication on behalf of your executive
- Periodically may be required to attend key meetings and record critical discussion and action points Maintain professional and technical knowledge by attending educational workshops, keeping up on relevant systems and process training, reviewing professional publications and establishing personal networks, etc. and participating in professional societies

**What you’ll bring to the table**:

- 7+ years of executive administrative experience
- Experience dealing with Boards and Senior executive teams (i.e. CEO, CFO, etc.)
- Advanced working knowledge with Microsoft Office suite of tools (Outlook, Word, Excel) and MS / Cisco Teams collaboration tools
- Demonstrated ability to manage and prioritize multiple tasks while maintaining strong attention to detail and flexibility to meet and adapt to changes in organizational priorities
- Comfortable in a professional yet casual fast paced work environment
- Familiarity with other systems and tools (PowerBI, MS Visio, etc.) would be an asset
- Bachelor’s degree or college diploma preferred

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