Executive Assistant-12 Month Contract

4 days ago

Toronto, Canada Softchoice Full time

We are a software-focused IT solutions and services provider that equips organizations to be agile and innovative, and for their people to be engaged, connected, and creative at work. That means moving them to the cloud, helping them build the workplace of tomorrow, and enabling them to make smarter decisions about their technology. By doing these things we help them create success for their customers and their people.

We stand proudly for our people and support their success through career development and advancement. We are recognized and respected for our culture of inclusion and belonging, continuously striving to do what’s good for our people and communities.

Please note that this is a 12 month contract.

**The impact you will have**:
As an Executive Assistant you will have the opportunity to support select executive leaders. The Executive Assistant will have primary responsibility for 2-3 of our Executive Leadership Team (ELT) members and will also support some of their key functional activities for tight alignment. You will have the ability to manage your own desk and duties and build relationships across our enterprise along with the executive leadership you will support.

This role reports directly to the Chief of Staff and SVP Organizational Effectiveness and has day to day 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 an experienced executive assistant who displays the savvy to support and represent the executives of the Company. They pride themselves on their professionalism, responsiveness and ability to solve problems effectively.

**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, and to be onsite to coordinate logistics for specific meetings/activities.
- Assist in the coordination of meeting agenda and participant invitations as well as the organization and dissemination of pre
- and post
- session material for participants in a timely manner.
- Primary coverage for EA to the Sales or Sales/Services executives, providing general support when this EA is absent. (These two EA roles will be the primary back-ups for each other and will partner in cross-training).
- Arrange executive business travel and itinerary to the profile of your executive(s) using our corporate travel standards, policies and processes.
- Submit & organize business expenses for executives and corporate activities in your purview using our corporate expense tool, policies and processes.
- Work as a proxy for 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.
- Maintain customer confidence and protect operations by appropriately directing and controlling information, including keeping sensitive information confidential.
- Periodically may be required to attend key meetings and record critical discussion and action points.
- Maintain professional and technical knowledge by attending keeping up on relevant systems and process training, reviewing professional publications and establishing personal/professional networks.
- Collaborate and partner with Corporate Administrative Support team to (proactively) improve corporate support processes.
- May be assigned a specific initiative or process to take the lead on, including responsibility to continuously improve.

**What you’ll bring to the table**:

- 3+ years of progressive executive administrative experience including supporting executives teams (VP, SVP, etc.)
- High degree of proficiency with Microsoft Office suite of tools (Outlook, Word, Excel, PowerPoint) and MS / Cisco Teams collaboration tools.
- Familiarity with other systems and tools (PowerBI, MS Visio, etc.) would be an asset.
- Demonstrated ability to manage and prioritize multiple tasks while maintaining strong attention to detail.
- Demonstrated flexibility to adapt to changes in organizational priorities without becoming flustered.
- Excellent written and verbal communication skills, including experience with preparing presentations and communiques.
- Comfortable in a professional yet casual fast paced work environment.
- Bachelor’s degree or college diploma preferred.

We understand that not everyone brings 100% of the skills and experience for the role.

At Softchoice, we offer opportunities to a diverse group including those with a variety

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