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Executive Assistant

2 months ago

Toronto, Canada Active Dynamics Full time

**Active Dynamics** **is a progressive OEM supplier that designs, tests, and manufactures unique solutions for multiple systems and multiple industries. These full-service, end-to-end capabilities are paired with a collaborative, creative approach, global reach, and agile structure to offer real-world benefits in terms of turnaround time, cost, service, and customization. We're always growing, always evolving, and always finding new ways to bring meaningful value to our customers and partners.

As a world leader in the design and manufacturing industry, Active Dynamics is seeking an eager and enthusiastic **Executive Assistant** 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 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 Dynamics and the Director, of 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 2 years of work experience in 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 respectful 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 Dynamics provides accommodation support throughout the recruitment process upon request. If you req

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