Executive Assistant

4 weeks ago

North York, Canada Dillon Consulting Limited Full time

Overview:
Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

**Your opportunity**

This is an **office-based position** and will require working from Dillon’s North York office. We offer **flexible work hours** to help balance the competing demands of work and personal life.

**Responsibilities**:
**Executive Support**
- Provisions of high-level, confidential administrative support to the President and for other Executive Team upon request
- Support to the Board of Directors - scheduling meetings, preparing Board packages for Board of Director meetings, and organizing in-person meetings
- Management of the President’s schedule, including preparation for meetings such as agendas and provision of background information
- Organize, coordinate, and prioritize daily activities for the President and potentially other members of the Executive Team, including scheduling meetings and day to day organizational support
- Prepare and edit executive level communications, briefing notes and PowerPoint presentations
- Coordinate with Marketing and Communications team upon request
- Represent the President and Executive Team when communicating with others in the organization and when working with external consultants
- Manage requests and track action items and deliverables from direct reports and support teams
- Maintain relevant files and databases, electronic filing systems, and related communication
- Coordinate reporting of operating budgets and progress report on business plan objectives and key results, including organizing quarterly team meetings
- Work in partnership with the President, Executive team, and team of Executive Assistants to plan and arrange large corporate events, meetings and conferences, which includes creating meeting agendas, distributing notice to attendees, providing and distributing background information, coordination of conference speakers, organizing venue details with hotel vendors for conference requirements and preferred rates and IT needs
- Arrangement of travel by booking transportation needs and hotel accommodations
- Support with internal meetings, including preparing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and other aspects of meeting coordination, such as virtual workspace and resource tools, room booking, set up and media support
- Input weekly timesheet and complete monthly expense reports for the President, and manage invoicing and securing of approvals
- Provision of general administration of clerical tasks, such as reviewing correspondence, mailing, filing and photocopying
- Traveling for business upon request

**Project Coordination/Execution of Strategic Initiatives**
- Project coordinator for special projects and company initiatives including finalizing and distributing reports
- Work on special projects by establishing goals and objectives, outlining the project scope, managing timelines, monitoring project progress, tracking budgets, problem solving and acting as a project coordinator

**Learning & Development**
- Commit to self-development, ongoing learning, and professional development
- Continuous updating of job knowledge by reading professional publications and maintaining personal networks
- Contribute to Dillon’s corporate profile through active participation in professional associations and committees

Qualifications:
**What you will need to succeed**
- University degree or college diploma preferred
- Minimum of five (5) to ten (10) years of experience supporting C-Level executives preferably in a professional services consulting organization

**Experience**:

- Strong organizational skills, excellent attention to detail, and the ability to perform and prioritize multiple tasks
- Excellent interpersonal skills with the ability to build and maintain relationships with stakeholders across the organization, including Senior Leadership, Board Members, Partners, Associates, and staff
- Expert-level written and verbal communication skills
- Emotional maturity to handle confidential information with discretion, be adaptable to various competing priorities, and demonstrate the highest level of service and response
- Proficient in using technology to help drive results
- Experience with business travel logistics, planning large corporate events, and scheduling meetings
- Strong computer skills with a proficiency in MS Office Suite
- If you enjoy building, growing, and nurturing new and existing relationships with thought leaders and other stakeholders, then this position may be right for you_

**Why choose Dillon**

Dillon is powered by people who are technically proficient, passionate about

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