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Executive Assistant

3 hours ago

Toronto, Ontario, Canada Foresters Financial Full time

Career Opportunity

Role Title

Executive Assistant

Purpose of role

This role is primarily responsible for providing logistical and administrative and project related support, of a confidential nature. This includes preparing, coordinating, planning and organizing projects, schedules, meetings, travel arrangements and itineraries, maintaining complete, accurate and well-organized files within a variety of filing systems and databases.

This role is responsible for providing administrative assistance to the Global Chief Information and Operations Officer & Chief Commercial Officer as well as supporting other departmental business priorities, as required.

Job Description
Key Responsibilities

  • Meticulously managing calendars for the Global Chief Information and Operations Officer & Chief Commercial Officer, prioritizing and rescheduling as required, to ensure an organized daily schedule and orchestrate the smooth flow of daily activities, including both internal and external meeting attendees
  • Arrange all travel plans for the Global Chief Information and Operations Officer & Chief Commercial Officer as required, which includes coordinating travel, car and hotel arrangements
  • Process expense reports through Workday including Amex, Visa and Out-of-Pocket
  • Manage the confidential files of the Global Chief Information and Operations Officer & Chief Commercial Officer to allow for quick retrieval, both hard and soft documents
  • Ensure that all Foresters policies and procedures are implemented regarding expense management, invoice management, travel policy, and other policies
  • Prepare agendas, spreadsheets, correspondence and draft memos, presentation materials and handouts, letters and other documents as required for review, revision and approval
  • Keep informed of all activities within the business areas managed by the Global Chief Information and Operations Officer & Chief Commercial Officer, and assist where required

Key Qualifications

  • Education (minimum required): Post-secondary education in Business Administration, Office Administration, or a related field is required
  • A university degree is preferred
  • Additional certifications in executive administration or project coordination are considered an asset
  • Experience (minimum required): 10+ years' experience working at a senior executive support level with a solid understanding of corporate practices
  • A strong alignment with Foresters organizational values
  • Customer focused and flexible, working under pressure, multi-tasking and responding to frequently changing needs, multiple and competing priorities, and keen attention to detail and quality
  • Willing to accommodate meeting schedules that may span different time zones and work patterns
  • Strong technical capabilities, including an advanced working knowledge of MS Word, MS Excel, Outlook, PowerPoint and SharePoint
  • High degree of initiative, confidence and self-direction
  • Must be self-motivated and solution driven
  • Confident verbal and written communication skills, with polished professional writing, and the ability to proof-read and craft organization documents
  • Strong interpersonal skills and team orientation to be able to interact and build relationships with all levels of staff and management
  • Effective problem-solving abilities to be able to proactively resolve administrative questions and challenges expeditiously and in accordance with Foresters procedures
  • Ability to think strategically and tactically, assess options for short- and long-term impacts and act decisively
  • Ability to handle sensitive and confidential material with the utmost professionalism

Equal Opportunity Employment and Inclusion –
at Foresters Financial, we are committed to sustaining an equal opportunity environment for all job applicants. We embrace Inclusion, Diversity and Equity (IDE) as a core strategic objective for building strong, innovative teams in which all our employees can show up wholly and authentically as themselves.
Foresters Financial strives to provide an accessible candidate experience for prospective employees with different abilities. If you anticipate needing any type of accommodations during the recruitment process, please email in advance of your appointment.
Thank you for choosing Foresters. Only those candidates who will be selected for further consideration will be contacted by our Talent Acquisition Team.