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Executive Assistant

2 weeks ago

North York, Canada Dillon Consulting Limited Full time

Overview:
Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem-solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

**Your opportunity**

This is an **office-based** position located in Dillon’s **North York**office.

**Work Schedule**:
This position requires the Executive Assistant to be in the office **four times a week.** Flexibility in scheduling may be necessary to accommodate the needs of the executive team.

**Responsibilities**:
**What your day will look like**

**Executive Support**
- Provide high-level and confidential administrative support to the President and other Executive Teams as needed
- Manage the President’s schedule, including scheduling meetings, preparing meeting materials, and day-to-day organizational support
- Prepare and edit executive-level communications, briefing notes, and presentations (e.g., PowerPoint)
- Manage requests, track action items and deliverables for the President from direct reports and support teams
- Act as a point of contact and representative of the President and Executive Team, both internally and with external consultants
- Coordinate with the Marketing and Communications team and other corporate groups
- Maintain organized and confidential files and databases, including electronic filing systems
- Prepare the President’s weekly timesheet and monthly expense reports, ana manage invoicing and approvals process
- Arrange business travel, including booking transportation and hotel accommodations
- Support internal meetings by preparing meeting materials and agendas, taking minutes, tracking attendance and action items, and managing logístical aspects such as virtual workspaces, resource tools, room booking, setup, and media support
- Coordinate reporting of operating budgets and progress reports on business plan objectives and key results, including organizing quarterly team meetings
- Collaborate with the President, Executive Team and fellow Executive Assistants in planning large corporate events, meetings and conferences. This includes creating meeting agendas, distributing notice to attendees, providing and distributing background information, coordinating conference speakers, organizing venue details with hotel vendors and addressing IT needs.
- Assist in coordinating special projects and company initiatives, including finalizing and distributing reports
- Provide general administrative and clerical support, including reviewing correspondence, managing mail, filing, and photocopying
- Occasional business travel for business may be required

**Learning & Development**
- Demonstrate a commitment to self-development, ongoing learning, and professional development
- Contribute to Dillon’s corporate profile through active participation in professional associations and committees

Qualifications:

- Demonstrated strong organizational skills, excellent attention to detail, and the ability to effectively manage and prioritize multiple tasks in a fast-paced environment
- Excellent written and verbal communication skills, including the ability to prepare and edit professional correspondence and materials
- Proven ability to build positive working relationships and interact professionally with individuals at all levels
- Demonstrated proficiency in using technology to enhance efficiency, including advanced skills in MS Office Suite

**Experience**:

- Experience with administrative tasks such as calendar management, meeting coordination, and travel arrangements
- If you enjoy building, growing, and nurturing new and existing relationships with thought leaders and other stakeholders, then this position may be right for you_

**Why choose Dillon**

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our **core values**:

- Reliability: words that result in actions build trust;
- Achievement: do the work to hit the target;
- Continuous development: always learning; always adapting; always growing;
- Creativity: discover new possibilities;
- Courage: do the things that matter, especially when it’s hard;
- Inclusiveness: enabling belonging to draw strength from our differences

Dillon is a **certified Great Place to Work**. This recognition underscores our commitment to fostering an outstanding employee experience and cultivating an exceptional workplace culture. At Dillon, we believe that our people are our greatest asset. This designation reflects our ongoing efforts to ensure that our workplace is not just a place of work, but a community where everyone can thrive.

In addition