Executive Assistant

1 month ago

Toronto, Canada Calea Ltd. Full time

***

Reporting to the Fresenius Kabi Canada CEO, the incumbent will provide a broad range of highly confidential administrative support to the CEO and the Executive Leadership Team (ELT).

The incumbent must have an excellent understanding of the breadth of responsibilities handled by the company’s ELT. They must develop and maintain an understanding of priorities, as well as a thorough understanding of the company policies and procedures to ensure the efficient operation of the office and several committees as required. The incumbent must present a professional image in the office by interacting knowledgeably and courteously. The incumbent provides logistic and administrative support and is the first point of contact for internal and external interactions involving the CEO and ELT.

**PRINCIPAL ACCOUNTABILITIES**
- Commits to being fully engaged, caring, and enthusiastic about the organization and its goals
- Fosters a work environment conducive to an engaged team and leads by example
- Commits to living the core Company values of:

- Customer Focus - We put customers first
- Quality - We demand excellence
- Integrity - We are trustworthy
- Collaboration - We work well together
- Creativity - We deliver solutions
- Passion and Commitment - We care
- Adheres to corporate, regulatory and individual responsibilities supporting the Company’s quality management programs, supporting policies, procedures, work instructions
- Adheres to the Company’s Code of Conduct
- Adheres to organizational and individual health and safety responsibilities
- Build and maintain productive relationships with internal and external stakeholders
- Aid business partners and peers to support completion of activities
- Work independently to manage timing and action plans for completing tasks
- Prepares correspondence and presentations,
- Records (e.g. electronic files,, task reminders/diary) reports, files and other documents ensuring documentation integrity and ease of reference
- supportsdocument drafting, including charts, graphs, tables and text slides, ensuring formatting consistency and accuracy on time-sensitive, complex, sensitive and high-profile documents
- Provide administrative support including calendar and contact coordination. This includes coordinating a daily calendar and ensuring meetings are prepped with all necessary background context, materials, and research
- Schedules professional appointments
- Meeting support: arrange conference calls and in person meetings, room and meal arrangements; produce agendas and minutes; distribution and follow up on action items
- Receive and screen incoming calls
- Review and sort mail and packages sensitive to signatures and deadlines
- Coordinate travel arrangements including hotel, rental car, flights, etc for the CEO and ELT.
- Arrange appropriate workspace logistics for corporate events (e.g.workshops, townhalls, forums, meetings, conventions, celebrations, gift events etc.) including any food and drink coordination
- Communicate effectively with outside clients and vendors and represent the office and the Company effectively and professionally
- Perform various confidential projects and duties as assigned.
- Conduct projects as directed and maintain adherence to project timeframe and budget plans

**RELATIONS WITH OTHERS**
- Interacts and collaborates regularly with the President, ELT and managers within Canada
- Interacts and collaborates regularly with the Regional Office and Corporate Head Office
- Develops, leverages, and influences relationships to achieve outcomes and to improve cross-group relationships
- Interacts with external vendors and may have to handle conflicting or more contentious admin-related situations
- Ability to travel occasionally (including internationally)

**QUALIFICATIONS**
- Relevant undergraduate degree or equivalent combination of education and experience
- Minimum three (3) years of experience supporting senior executive(s) with responsibility for office management and financial resources,
- Experience managing a complex calendar
- Must have experience drafting correspondence, preparing briefing packages, and organizing and coordinating special events.
- Demonstrated experience liaising with senior leadership and executives, responding to and handling matters of a complex, confidential and sensitive nature.

**SKILLS**
- Calendar management experience, effectively and efficiently booking meetings and coordinating with other Executive calendars
- Familiarity with audiovisual equipment for presentations
- Superior skills in diplomatically handling inquiries from a range of internal and external contacts
- Flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities and the fluctuating schedules of a number of individuals outside of the incumbent's control
- Excellent organizational, time-management and problem-solving skills
- Commitment to excellent customer servi

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