Executive Assistant

2 weeks ago

Toronto, Canada Porsche Cars Canada Full time

**Tasks**:
**Position Objective***

The Executive Assistant plans and oversees the President & CEO Office’s functions and provides direct, high-level assistance to the President & CEO with regards to schedule, travel and meeting management as well as project follow-up. Virtually all communication into and out of the President’s office filters through this position. This individual articulates, organizes, and otherwise facilitates the flow of information to directly affect progress. Furthermore, the Executive Assistant coordinates and performs as necessary all reporting tasks directly assigned to the President & CEO.

**Primary Responsibilities***
- Provide executive support to the President & CEO and the Directors in the area of administration, travel planning, meeting scheduling, presentation preparation, reporting etc.
- Serve as a project coordinator (support in managing and controlling) for PCL key projects on executive level in alignment with the Corporate Business Development Specialist. Coordinate company-wide projects and events such as offsite meetings or outings attended by VIP Guests and the PAG Executive Board
- Act as liaison between the President & CEO and the PCL ShareCo members as well as senior management at PCNA, PFS/PFSC, Porsche AG or other Porsche entities as required
- Organize discussion materials for management meetings, attend meetings and take minutes
- Organize and prepare PCL ShareCo Meetings in alignment with the CEO and CFO
- Assist the President & CEO with special projects as needed
- Intercept and respond to random inquiries, requests, telephone calls
- Create letters, memos, etc.; edits correspondence from other departments as submitted or requested
- Prepare Word, Excel and PowerPoint documents, incl. PowerPoint presentations for external speeches
- Manage and organize daily workload with a wide degree of latitude; anticipate situation-specific needs
- Plan and coordinate all travel arrangements and related logistics for the President & CEO
- Maintain President & CEO’s calendar; organize meetings, appointments and professional engagements
- Establish and maintain company, personal and follow-up files. Seek to ensure proper retention of electronic documents and safeguarding of business confidential and information
- Assist the President & CEO in preparing customer presentations, speeches, conferences, seminars, etc.
- Carry out ad-hoc assignments as required
- Work closely with the President & CEO on a daily basis and accompany the CEO on business meetings on a case-by-case basis
- Review and analyze operating procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
- Resolve multiplicity of issues, employing Porsche principles and procedures; exercise personal experience, judgment, diplomacy and creativity to advance the goals of this office

**Qualifications**:
**Education**:

- Minimum requirement is a Bachelor’s Degree in Business Management or equivalent

**Experience (Job and Industry)**:

- 5+ years administrative experience
- 3+ years of experience supporting Executive/Senior level management
- Experience in the Automotive Industry is optional

**Skills and Competencies**:

- Ability to think entrepreneurial and thrive with a varying level of ambiguity and uncertainty
- Ability to work with a high degree of detail orientation, and accuracy and prioritize tasks in a high-pressure performance environment
- Excellent written and verbal communication skills
- Ability to appropriately handle confidential information discretely
- Ability to manage projects and communicate effectively with stakeholders from various organizational and cultural backgrounds
- Ability to self-motivate in pursuit of continuous personal and professional improvement
- Advanced knowledge of MS Office, especially Word, Outlook, Excel and PowerPoint
- Language skills: fluency (written and oral) in English required; fluency in German strongly preferred, French language skills an asset

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