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Executive Assistant to Vice-President, Finance and Administration

2 months ago

Toronto, Ontario, Canada Seneca Full time

Are you a highly skilled Executive Assistant looking for a new challenge? We are seeking an experienced professional to provide exceptional administrative support to the Vice President of Finance and Administration at Seneca.

Key Responsibilities:

• Serve as the primary representative of the Vice President, overseeing internal and external communications and relationships.

• Schedule and coordinate meetings, conferences, and events, ensuring all necessary materials and logistics are in place.

• Act as a point of contact for internal and external stakeholders, including clients, partners, and team members, and screen and direct inquiries appropriately.

• Collaborate with other administrative staff, departments, and teams to facilitate smooth communication and coordination.

Project Coordination:

• Coordinate projects for the Vice President, supporting committees, managing budgets, and providing comprehensive reporting for strategic initiatives aligning with Seneca's priorities.

• Attend meetings of working groups and forums associated with executive-led initiatives, ensuring a deep understanding of project dynamics and facilitating effective communication.

• Capture and report on project progress to the Vice President, employing proactive issue escalation strategies to address challenges promptly and maintain alignment with overarching goals.

Operational Support:

• Oversee the drafting, proofreading, and editing of documents, reports, presentations, and communications from the Vice President's office.

• Provide administrative assistance to executive leadership by managing calendars, coordinating travel arrangements, and handling correspondence.

• Assist executives in prioritizing tasks and managing time effectively to maximize productivity and achieve organizational goals.

Requirements:

• Extensive experience as an Executive Assistant or in a relevant administrative area, supporting senior leaders and managing high-level executive functions.

• Expertise in organizing complex schedules, handling sensitive information with discretion, and providing comprehensive administrative support.

• Postsecondary certificate, diploma, or degree in business administration or a related field, or an equivalent combination of relevant training and professional experience.

• Strong ability to build and manage internal and external relationships, with passion, empathy, and strong interpersonal skills.

• Ability to carefully review and prepare documents, presentations, and other materials, ensuring the highest level of accuracy and professionalism.

Note: A skills assessment test will be administered during the recruitment process.