Executive Support Professional

7 days ago

Ottawa, Ontario, Canada People Corporation Full time

We are looking for an experienced Executive Support Professional to join our team in Vaughan, Ontario.

About the Role

This is an exciting opportunity to work in a fast-paced environment where you will be responsible for providing high-level administrative support to senior executives.

Responsibilities
  • 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.
Requirements
  • 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.
What We Offer
  • An opportunity to learn from experienced professionals.
  • A competitive compensation package.
  • A comprehensive benefits program.
  • Ongoing training and development opportunities.

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