Executive Assistant

2 weeks ago

Ottawa, Ontario, Canada People Corporation Full time
We are seeking an Executive Assistant to join our BPA team in Vaughan, Ontario.

Supporting the Senior Vice President and Principal Consultant, the ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment.

The Executive Assistant will:

- Provide high level calendar management with emphasis on proactive planning and follow-up, scheduling/rescheduling internal and external client meetings including organizing logistics, etc., as well as last-minute scheduling, prioritizing of emails, and managing stakeholders with a high degree of professionalism at all levels.
- Prepare daily briefing documents including meeting details, materials, purpose, and calendar look ahead.
- Compile, design, review, and coordinate confidential correspondences, presentations, organizational charts, reports, and other documents of a routine or confidential nature using the full suite of Microsoft Office applications including Word, Excel, PowerPoint, and Visio.
- Coordinate and prepare agendas, arrangements, documents and materials, minutes and follow-up action items (including tracking of follow-up items) for board, executive and management meetings; accountable for the management of all details associated with meetings as required.
- Prepare reports and presentations, including graphics and design, compiling required content from multiple sources, formatting, reviewing, and editing as required.
- Monitor upcoming deadlines and bring items forward for follow-up in a timely manner, follow up on status, and completion of key action items.
- Coordinate all travel arrangements and itineraries.
- Support the Senior Vice President with the coordination of Divisional Team meetings, retreats, and offsite meetings by assisting with development of the agendas, coordinating all aspects of logistics needs, preparation of meeting materials, and following up on action items.
- Support other Executive Management as directed by the SVP.

To be successful as the Executive Assistant with BPA, you will need:

- To be professional, responsive, resourceful, flexible, high energy, have a positive work attitude, and be results driven with an interest in taking ownership and assuming accountability.
- A strong ability to communicate with and work alongside other executive leaders.
- The ability to facilitate a high volume of complex and strategic matters including but not limited to internal and external communications, relationship management, and issues management.
- Proficiency using Office 365 and the full suite of Microsoft Office applications (particularly SharePoint, Teams, Stream, Apps, One Drive, Outlook, Word, Excel and PowerPoint).
- Superior time management and multitasking skills and the ability to prioritize tasks, to work in high-pressure situations and respond to conflicting demands, changing priorities and tight deadlines with minimal supervision.
- Excellent communication (oral, written and listening) with advanced listening skills to quickly discern and be able to respond to all types of telephone and in-person enquiries.
- Strong organizational and interpersonal skills with a high comfort level in dealing with management and individuals at all levels in the organization and conversing in business.
- Considerable judgment, tact and discretion in preparing, disclosing, and handling information of a confidential and sensitive nature.
- A logical and systematic approach to administration support duties by anticipating needs, providing timely reminders, being well organized, having a critical eye to detail, and the ability to learn new systems as required.
- To be a proactive and seasoned thinker with a bias for action and work with minimal supervision.

All-star candidates will have:

- 5-7 years of progressive senior administrative work experience or equivalent combination of education and experience.
- Change resilient in an agile work environment.
- Experience working in the professional services industry.
- Experience working directly with executives and management teams.

What's in it for you:

- Learn by working alongside our experts.
- Extended health care and dental benefits.
- A retirement savings plan with company contributions.
- A suite of Health & Wellness offerings.
- Mental Health programs and support for you and your family.
- Assistance for the completion of industry designations.
- Competitive compensation.

At People Corporation we are committed to helping businesses succeed. We are a national provider of benefits, retirement, wealth, wellness, and human resource solutions. Our experts and solutions serve over 20,000 clients representing nearly 3 million Canadians. We offer customized solutions designed to fit the unique needs of businesses and their employees, members and stakeholders.

About BPA:
BPA is a division of People Corporation and has served members and beneficiaries in their local communities since 1958. BPA is dedicated to providing a superior benefits experience to our members, businesses, and trusts in the local communities in which they live and operate.

Providing an inclusive, accessible environment, where all employees and clients feel valued, respected and supported is something we're committed to. We are dedicated to building a workforce that reflects the diversity of the communities in which we live, and to creating an environment where every employee has the opportunity to reach their potential. If you require an accommodation or an alternative format of any posting please reach out to careers@peoplecorporation.com.

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