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Executive Assistant
2 weeks ago
**Position**:Executive Assistant
**Department**:Aquilini Executive Office
**SUMMARY**:
The Executive Assistant will provide professional level support to a Senior Executive at the Aquilini Group. The incumbent plans, organizes and coordinates a wide range of executive support and project management functions, ensuring efficient and smooth business operations in a challenging and fast paced environment.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
(other duties may be assigned, as required)
- Provide executive and personal assistance to the senior executive including but not limited to monthly expense management, accounts payable
- Manages the executive calendar (i.e. booking meetings, making reservations, scheduling appointments etc.)
- Assist with planning and execution of personal projects and/or charitable and social events and initiatives, as directed by the Executive
- Prioritize work by considering its risk, importance, urgency, and potential business, organizational, or client implications
- Manage and maintain complex tracking systems for various business & personal assets
- Manage relationships with clients, other divisions of the company, and key stakeholders
- Organize ticket and executive suite requirements for events at Rogers Arena
- Coordinate and arrange complex travel arrangements, as required
- Review and control incoming and outgoing time sensitive and confidential communications, and follow up on commitments
- Compose and prepare internal/external correspondence in addition to maintaining, answering and routing correspondence
- Be alert for any issues with quality, confidentiality or risk, and notify appropriate individuals when such issues arise
- Maintain an effective database of key contacts and integrity of highly confidential files
- Maintain an effective follow-up system to ensure all issues are handled in an appropriate manner
- Screen calls and receive visitors, including VIPs
- Oversee all IT issues ensuring laptops and cell phones are meeting business needs
- Handle last minute issues which could arise off hours
- Work along-side the Personal Assistant to ensure all facets of the executive’s personal and business needs are handled seamlessly
- Handle ad hoc errands (e.g. deliveries, IT repairs, purchasing gifts etc.), as required
- Assist with other special projects or requests
**REQUIRED EXPERIENCE AND QUALIFICATIONS**:
- Minimum 5+ years’ experience as a seasoned Executive Assistant to a senior level executive
- Highly organized, meticulous and extremely detail oriented with a knack to efficiently prioritize duties
- Demonstrated ability to “wow” at every turn
- Mature with the ability to naturally remain calm during stressful periods while remaining focused on the tasks at hand.
- Professional personal presentation and excellent verbal communication skills and telephone etiquette
- The ability to effectively communicate and relate professionally to all levels of staff, guests, clients and VIP’s with a high level of maturity, diplomacy, and a positive demeanor
- A natural aptitude to predict and address potential issues before they arise
- A high level of confidentiality, discretion, loyalty and respect as well as a natural ‘can do’ mindset.
- Self-directed, with the ability to work independently and deliver quality work and presentation.
- Must be available outside regular office hours to handle issues as they arise
- Knowledge of fine art collections is an asset but not required
- Strong computer literacy with experience in MS Office programs
- Related Post-Secondary education
- Valid Driver’s license is required.
