Executive Assistant

2 weeks ago

Toronto, Canada Notified Full time

**Notified** **is hiring an** Executive Assistant**. We are open to the Executive Assistant working out of our El Segundo, CA; Chicago, IL or Toronto, Canada office. This position will offer a hybrid work schedule; Tuesday, Wednesday & Thursday in the office with the option of working remotely on Monday & Friday unless needed. Someone who is a self-starter with a positive attitude, works well under pressure and has a high attention to detail, will be successful in this role

**BASIC FUNCTION**
- Provide a variety of confidential and complex support functions to assigned executives
- Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated
- Assist with the disposition of confidential documentation and information from internal departments and clients
- Assist with department budget (e.g., review of variance reports, tracking expenditures, paying invoices, etc.) which may include navigation, data entry, editing, and other administrative changes through a corporate finance and accounting software system
- Screen and direct incoming calls and visitors for the assigned executive in a professional and courteous manner providing information to callers and visitors as appropriate
- Prepare confidential correspondence, memorandums, reports, etc. from rough draft to final copy ensuring 100% accuracy before distribution and maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-site storage and maintain records of inactive files

**MAJOR JOB ACCOUNTABILITIES**
**Executive Support**:

- Provide a variety of responsible, confidential, and complex support functions to assigned executive, while ensuring adherence to established corporate and departmental policies and procedures
- As assigned, create, analyze, manipulate, and edit complex and confidential projects(e.g. organizational charts, board materials, executive reports, database edits, presentations, memorandums, confidential file creations, executive summaries etc.) potentially utilizing multiple data sources with autonomy
- Successfully complete critical or sensitive project tasks, of deliverable assignments, with a hands-on approach, ensuring project risks are escalated to supervisor
- Prioritize conflicting needs, and handle matters expeditiously, proactively, and follow through on projects to successful completion
- Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Act as the point of contact between the executives and internal/external clients
- Plan or coordinate events (e.g., offsite meetings, lunches, dinner reservations, etc.) in a timely manner

**Mental and Physical Requirements**
- This position will be exposed mainly to an indoor office environment and will be expected to work near or around computers, telephones, and printers
- The nature of the work in this position is sedentary and the incumbent will be sitting most of the time
- Essential physical functions of the job include typing, grasping, pulling hand over hand and repetitive motions to utilize general computer software/hardware continuously throughout the workday
- Essential mental functions of this position include concentrating on tasks, reading information, and verbal/written communication to others continuously throughout the workday

**Related Duties as Assigned**
- The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
- Consequently, job incumbents may be asked to perform other duties as required
- Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
- Please contact your local Employee Relations representative to request a review of any such accommodations

**MINIMUM QUALIFICATIONS**
**Applicant for this job will be expected to meet the following minimum qualifications**.**

**Education**
- High school diploma or GED required
- A Bachelor's degree from an accredited college or university with major coursework in business administration, data management, accounting, finance, English, communications, human resources, accounting, or related field may be substituted for 4 years of experience
- Additional specialized course work in office practices, office management, accounting, finance or business administration preferred

**Experience**
- Minimum 4 years increasingly responsible experience as an administrative assistant for a VP, a high level executive, or a corporate officer of a medium to large corporation required

**Other**
- Intermediate knowledge of MS Word, Outlook and Excel required

**Based on area of assignment the following may be required**:

- Minimum of 2 years' experience with invoice payment, expense reports, garnishments, budget reporting, v

  • Executive Assistant

    4 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...

  • Executive Assistant

    1 week ago

    Toronto, Canada Cineflix Full time

    **The Company** Creating, producing, and distributing distinctive factual and scripted programming, the Cineflix Media group includes Cineflix Productions, Cineflix Rights, Cineflix Studios, Buccaneer Media, Connect3 Media, Husk Media, Shiny Screens Entertainment, and a hub of producers from the US, UK, and Canada with whom we share strategic partnerships...

  • Executive Assistant

    5 days ago

    Toronto, Canada Info-Tech Research Group Full time

    **Job Title**: Executive Assistant **Location**: Canada Remote **Position Purpose** The Executive Assistant will provide general support across the Executive Leadership team including the Chief Executive Officer. We are looking for a highly motivated and organized individual, able to demonstrate professionalism and service excellence. The Executive...

  • Executive Assistant

    2 weeks ago

    Toronto, Canada Artisan Corporation Full time

    Position: Executive Assistant We are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives, while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in...

  • Executive Assistant

    2 weeks ago

    Toronto, Canada Artisan Corporation Full time

    Position: Executive Assistant We are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives, while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in...

  • Executive Assistant

    2 weeks ago

    Toronto, Canada Artisan Corporation Full time

    Position: Executive AssistantWe are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives, while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in...

  • Executive Assistant

    2 weeks ago

    Toronto, Canada Artisan Corporation Full time

    Position: Executive Assistant We are seeking an experienced and highly organized individual to provide top-level assistance for high-level executives, while also managing business assistance, administrative functions, and management. The ideal candidate will excel in coordinating office activities, overseeing business management, and providing support in...

  • Executive Assistant

    3 days ago

    Toronto, Canada Meridian OneCap Credit Corporation Full time

    **_At Meridian _**_our aspiration is to integrate our purpose into everything we do for people, the planet, and communities. We believe that our greatest opportunity is to create opportunity and meet people where they are_**_. - ** **About This Opportunity** **Is this role right for you? In this role, you will**: We’re looking for an Executive Assistant...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Rein Capital Full time

    **About us** Rein Capital is looking for an Executive Assistant (EA) to join our Toronto Team. The EA will perform a variety of administrative tasks to support the Executive Team, ensuring timely and accurate execution of complex duties and sensitive information **Duties and Responsibilities**: - Be a coordinating point of contact between the Directors,...

  • Executive Assistant

    5 days ago

    Toronto, Canada Mosaic North America Full time

    : **Executive Assistant** The Toronto Association of Business Improvement Areas (TABIA) is seeking a full-time Executive Assistant to support our Executive Director with the day-to-day operations of the organization. You will manage mostly business-related tasks such as creating reports, calendar management, organizing travel and accommodation, taking...

  • Executive Assistant

    1 day ago

    Toronto, Canada MT Talent Full time

    Overview: We are hiring on behalf of our esteemed client who is seeking a Rockstar Executive Assistant to partner with one of their top Executives. Job Description: As an Executive Assistant, you will play a crucial role in supporting executive functions and facilitating smooth operations within the company. This position requires flexibility, as...

  • Executive Assistant

    4 weeks ago

    Toronto, Canada Doctors Without Borders Canada Full time

    **WORKING WITH US** MSF Canada is a people-focused humanitarian organization that is proud to offer a diverse, collaborative, and inclusive work environment. We strongly believe this approach enhances our work and we're committed to equity in employment. The organization seeks to attract and engage the best professionals to join and maintain meaningful,...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave ContractExecutive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITIONAbout the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact with...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    1 day ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    2 days ago

    Toronto, Canada Northbound Recruitment Full time

    Executive Assistant- Maternity Leave Contract Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION About the Position As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact...

  • Executive Assistant

    1 week ago

    Toronto, Canada Office of MPP Adil Shamji Full time

    **Role Summary** Working very closely with the Member, you will serve as the link between the MPP’s office at Queen’s Park and his Constituency Office. As the Executive Assistant, you will lead the successful coordination and execution of the Member’s parliamentary and community duties. This includes supervising staff and ensuring the smooth operation...

  • Executive Assistant

    5 days ago

    Toronto, Canada OntarioMD Full time

    **Executive Assistant** **Full Time/Permanent** **Job Band: 3** Reporting to the Chief Strategy, Growth & Stakeholder Relations and the General Counsel and Chief Privacy Officer, the Executive Assistant will provide executive level administrative support to both Executives, their teams and other staff at OntarioMD, as required from time to...

  • Executive Assistant

    1 week ago

    Toronto, Canada Altis Recruitment Full time

    Our established client in Financial Services is seeking a permanent full-time Executive Assistant to support a team of executives. This role is mostly on-site (with one remote work day per week) in Downtown Toronto. The position offers a very competitive salary, excellent benefits, and the chance to join a dynamic environment and great team! Roles and...

  • Executive Assistant

    1 week ago

    Toronto, Canada Altis Recruitment Full time

    Our established client in Financial Services is seeking a permanent full-time Executive Assistant to support a team of executives. This role is mostly on-site (with one remote work day per week) in Downtown Toronto. The position offers a very competitive salary, excellent benefits, and the chance to join a dynamic environment and great team! Roles and...