Executive Assistant to The CEO

6 days ago

Toronto, Canada Active Exhaust Corp. Full time

**Active Exhaust Corp. **is a leader in the design, test, and manufacture of exhaust systems for a broad range of global customers. With more than 550 employees worldwide - many of whom have been with our company for over 30 years—our global footprint ensures we can execute through state-of-the-art processes within North America, Europe, and South and East Asia.
As a world leader in the design and manufacturing industry, Active Exhaust is seeking an eager and enthusiastic experienced **Executive Assistant to the CEO **to join our successful Toronto team immediately. We are looking for a talent with solid professional skills that can provide organizational effectiveness and efficiency to the CEO's Office and to the company.
**Position Overview**:
The Executive Assistant - Office Administrator is responsible for a wide variety of administrative duties in support of the CEO Office and Director, Business Excellence. The required tasks include but are not limited to assisting in daily office needs, setting up meetings and conference calls, taking minutes, booking travel and accommodations, managing the Board of Directors (BOD) meetings logistics, and working collaboratively with all areas of the business.
**Reporting to**: CEO of Active Exhaust Corp and the Director, Business Excellence.
**What you will be doing**:

- Developing appropriate management solutions and forwarding these solutions for consideration
- Supports executive leaders to ensure the smooth flow of information and activities in a multifaceted operation with ever-changing priorities
- Receive and screen all inbound telephone calls and visitors to the Executive Office
- Handles sensitive information appropriately and uses good judgment in problem-solving
- Complete various reports including expense
- For various highly confidential meetings including board, board committee, and staff meetings, arrange all aspects; prepare, attend meetings and document minutes, track action items and maintain meeting evaluation statistics.
- Prepare travel schedules, book travel arrangements, and make reservations for the CEO
- Acts as a contact for all “day-off” activities
- Develops and cultivates collaborative relationships with peers, employees, the Board of Directors, the Executive Leadership Team, and external partners
- Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail
- Provides sophisticated calendar management to promote maximum productivity; Prioritizes inquiries and requests and troubleshoots conflicts
- Presents a positive and professional image of the office to all visitors, suppliers, inquirers, and other interactions
**What you bring along**:

- University Degree or College Diploma required, preferably in Business Administration, Marketing or Public Relations
- At least 5 years of direct work experience in an executive assistant capacity and office management systems and procedures experience in a professional set-up
- Strong knowledge of general office procedures involving procurement, travel arrangements, meeting logistics, and event planning
- Superior time management and organizational skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision
- Expert skills in Microsoft Outlook, Excel, Word, and PowerPoint
- Team player with good problem-solving skills
- Self-motivated, confident, energetic, and creative with good initiative
- Superior telephone manners and strong interpersonal skills
- Strong written and verbal communications skills
- Accuracy, follow-through, and fine attention to detail
- Flexibility with work schedule to accommodate early morning and evening meetings
- Ability to work well independently on several projects concurrently, and possess excellent communication, organizational and creative thinking skills
- Accepting, cautious and deliberate in approach
- Adapts to changing business needs, conditions, and work responsibilities
- Trust-worthy and respect through consistent honesty and professionalism in all interactions
**Other details**:
Our team includes members with a wide diversity of cultural and technical backgrounds, ages, and experiences. We understand that your work at Active should support you no matter your current situation, and we offer several benefits to ensure that your work is fulfilling while respecting your work-life balance:

- Competitive compensation and vacation packages based on current industry norms
- Group health benefits
- RRSP matching
- Advancement opportunities and lateral movement based on personal interest and qualification
**Contact**:
If you are interested in applying, please send us your resume demonstrating your qualifications, skills, and experience.
Under the Accessibility for Ontarians with Disabilities Act (AODA), Active Exhaust provides accommodation support throughout the recruitment process upon request. If you require accommodation at any point throughout the recruit

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