Executive Assistant

5 months ago

Ajax, Canada 369 Global Full time

**EXECUTIVE ASSISTANT - To the Office of the Deputy Chairman**

**Note: This is a full-time hybrid position based in the Greater Toronto Area, Canada.**

**JOB DESCRIPTION**

**Who we are**

369 Global is a fast-growing group of companies with business interests in skills training and workforce development, media and communications, and global market facilitation. Our vision is to inform, educate and activate global citizens to make a worldwide impact. We do this by providing our clients with innovative, inclusive, and scalable training, business and communications solutions that prepare our clients to address global challenges.

**Our values**

At 369 Global we believe in empowering people and companies and giving them tools, resources, and opportunities that unlock their potential to tackle global challenges. We value global empowerment, authentic excellence, principled leadership, and entrepreneurial mindset. We are also committed to fostering a culture where people’s talents, experiences and aspirations are celebrated and integrated into every part of our work. We do this through leading by example, upholding the highest ethical standards in our work, setting a benchmark for responsible and inclusive leadership. Finally, we embrace challenges, are comfortable with ambiguity, demonstrate entrepreneurial zeal and discipline, and know that high performance is rewarded.

**What we are looking for**

**Roles and responsibilities**
- **Scheduling and Calendar Management**:Coordinate complex schedules and meetings for the Deputy Chairman and other senior executives, optimizing efficiency, understanding priorities and managing conflicting demands.
- **Invoicing and Finance Management**: Oversee invoicing processes, ensuring accuracy and timeliness in billing and payments. Manage expenses, budgets, and financial records and reporting for the Deputy Chairman's office, providing regular reports and updates to the Chief of Staff and the finance team.
- **Executive Support**: Provide high-level administrative support to the Deputy Chairman and other senior executives, including drafting and managing correspondence, preparing presentations, managing travel and handling confidential information with discretion.
- **Project Coordination**:Lead and/or support various projects and initiatives within the Deputy Chairman's office, ensuring timely execution and alignment with strategic objectives.
- **Community Investment Support**:Provide administrative support and event management expertise to SVP, Partnerships and Stakeholder Engagement on 369 Global’s community investment file
- **Stakeholder Management**: Build and maintain relationships with internal and external stakeholders, serving as a key point of contact for inquiries and requests.
- **Administrative Support**:Provide general administrative support to the office, including additional duties as required.

**Qualifications**
- Bachelor's degree in Business Administration, Finance, or a related field; Master's degree is preferred.
- 2-3 years of experience in executive support roles, preferably in startup or a fast-paced and dynamic environment with evolving needs and priorities is preferred.
- Strong organizational and time management skills, with the ability to prioritize tasks and manage competing priorities effectively is preferred.
- Proficiency in finance management and invoicing processes, with exceptional attention to detail and accuracy is desirable is an asset.
- Excellent communication and interpersonal skills, with the ability to interact professionally with senior executives and external contacts is preferred.
- Proactive mindset and ability to anticipate needs, work independently, and problem-solve with mínimal supervision is preferred.
- Demonstrated ability to manage projects from inception to completion, including coordinating resources, setting timelines, and tracking progress against milestones is preferred.
- Strong analytical and critical thinking skills, with the ability to identify issues, propose solutions, and implement effective resolutions in a fast-paced environment is an asset.
- Experience handling sensitive and confidential information with discretion and integrity, maintaining confidentiality in all interactions and communications is desirable.
- Exceptional interpersonal skills, with the ability to build rapport and communicate effectively with individuals at all levels, both internally and externally is an asset.
- Ability to adapt to ambiguity and changing priorities, and handle unexpected challenges with grace and professionalism, demonstrating resilience and flexibility in the face of ambiguity is desirable.
- Strong attention to detail and accuracy in all tasks, with the ability to produce high-quality work under tight deadlines and competing demands is an asset.
- Demonstrated leadership potential, with the ability to take initiative, lead by example, and support the development and growth of junior staff members is desir

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