Executive Assistant

4 weeks ago

Toronto, Ontario, Canada QY Search & Advisory Full time
About the Role

We are seeking a highly organized and proactive Executive Assistant to support the Vice President of a critical department in a fast-paced dynamic environment. The ideal candidate will have 7 years of experience as an Executive Assistant, preferably supporting a single senior leader, and experience in the energy, public, or similar sectors.

Key Responsibilities
  • Prepare and manage confidential documents, including high-level reports, legal memos, and executive correspondence, ensuring all materials adhere to corporate standards and follow the proper approval process.
  • Oversee the Vice President's calendar, schedule appointments, and coordinate travel arrangements, organizing high-level meetings and ensuring agendas are prepared and minutes are taken when required.
  • Track ongoing projects to ensure deadlines are met, maintaining effective communication with internal and external stakeholders and providing the Vice President with timely updates.
  • Coordinate the administration of the business unit's budget, verifying invoices and managing monthly credit card reconciliations for both the Vice President and direct reports, ensuring financial records are accurate and comply with corporate policies.
  • Manage office space requirements for the business unit, participating in meetings related to space planning and office services.
  • Recommend and implement new administrative procedures to improve efficiency.
  • Liaise with internal departments, external stakeholders, and senior leadership to ensure smooth communication and coordination of tasks.
Requirements
  • 7 years of experience as an Executive Assistant, preferably supporting a single senior leader.
  • Experience in the energy, public, or similar sectors.
  • Strong financial acumen, including experience with budget coordination, invoice processing, and reconciliation.
  • Ability to manage multiple priorities, work independently, and proactively resolve issues without constant supervision.
  • Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook).
  • Exceptional organizational skills while maintaining confidentiality.
What We Offer
  • $90,000 - $100,000 annual salary.
  • Strong pension plan with the ability for immediate contribution.
  • Comprehensive medical benefits, including dental.
  • Hybrid work model: 2 days in the office and 3 days working remotely.
  • Part of a company recognized as one of Greater Toronto's Top Employers in 2024.
  • Excellent location in downtown Toronto, walking distance from Union Station, connected to the PATH, and accessible via Subway and GoTrain.

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