Assistant, Executive

7 months ago

Toronto, Canada Samuel, Son & Co., Limited Full time

Purpose-driven and highly organized, the Executive Assistant must have exceptional written and verbal communication skills to effectively and seamlessly communicate and build relationships with the Chair & President’s wide-ranging global network in person, online, in writing, and on the phone. They must also demonstrate outstanding administrative skills to successfully provide senior-level support to the Chair & President on a wide variety of complex, sensitive, and confidential matters, and coordinate and prioritize the Chair & President’s complex schedule and numerous commitments. Along with impeccable time management skills, the Executive Assistant must be resourceful, have an exceptional eye for detail and a proactive approach to problem-solving to support, prioritize and manage the Chair & President’s busy schedule.

**KEY RESPONSIBILITIES**:

- Proactively manage the Chair & President’s complex calendar and daily schedule, to ensure clarity and strong coordination of the Chair & President’s activities. Coordinating meetings, conferences, and engagements as well as supporting the Chair & President in preparation with agendas and key documents and information.
- Possess exceptional writing skills to compose correspondence and other written materials tailored appropriately for the Chair & President’s extensive and diverse global network including high-profile individuals, NGOs, team members, and students in person, online, in writing, and on the phone.
- Outstanding and effective communication and relationship building skills, to interact seamlessly with the Chair & President’s diverse network in person, online, in writing, and on the phone.
- Manage an extremely busy travel schedule and provide necessary confirmations and proactive communication.
- Track all expenses and manage supporting documentation to ensure accurate accounting records and timely reconciliation.
- Work collaboratively with team members and peers, including employees of the Samuel Family Foundation, Samuel Family Office and the Samuel Centre for Social Connectedness
- Design, develop, and maintain a physical and electronic filing system, and capture and categorize all the Chair & President’s information and documents provided.
- Assist with special projects and events as needed, including conducting research, event planning, preparation for speaking and other engagements.
- Maintain the highest quality of administrative work with strong project management capabilities.
- Keep track of all vacation and time-off requests of team members.
- Coordinate any troubleshooting or IT-related issues with the team to implement a solution.

**QUALIFACATIONS**:

- Minimum of 5 to 7 years of Executive Assistant experience supporting a high-level executive.
- Superior organizational and project management skills with exceptional attention to detail
- A superior command of the English language. Fluency in French is a plus.
- Tech savvy and a high level of experience and proficiency with software programs (e.g., Microsoft Word, Excel, Outlook, PowerPoint, Sharepoint, Google Drive), online meeting platforms (Zoom, Teams) and in mail merges, updating online databases, and managing shared drives.
- A passion for excellence and the ability to multi-task, establish priorities in a fast-paced and changing environment, while maintaining a positive, can-do attitude; always willing to step in and assist on ad-hoc requests.
- Strong interpersonal and relationship-building skills effective for dealing with the Chair & President’s extensive and wide-ranging global network.
- Dedicated and committed; an individual who appreciates the importance of being in a critical support role.
- Possesses strong judgement and can anticipate needs.
- Analytical and good with numbers.
- Flexible, adaptable and comfortable with work-life integration; ability to work outside standard office hours and in different time zones.
- An excellent listener who can build trust and handle sensitive and confidential situations and information.
- Can work independently with mínimal supervision.
- Ability to travel several times a year. Diploma / Bachelor’s Degree an asset.

**About the Chair & President**

Kim Samuel is an activist, educator, and leading voice in the global movement for belonging. She is the Founder and Chief Belonging Officer of the Samuel Centre for Social Connectedness (SCSC), a “think-and-do tank” that partners with leading advocacy groups and research organizations to combat social isolation and build belonging around the world. Kim is a visiting research fellow at Green Templeton College, University of Oxford, and a visiting scholar at the Oxford Poverty and Human Development Initiative (OPHI). She also serves on the steering committee of the Together Coalition, the executive committee of Special Olympics International, and the disability rights advisory committee of Human Rights Watch. As well, she is a trustee of the Temenos Academy, and a fel

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