Senior Executive Assistant

Full-time, Permanent

$70-80k

3 weeks ago in Administrative and Office Support

Job Description:

Our client, a progressive downtown investment firm is seeking an Executive Assistant to provide support busy Executives by managing correspondence, contacts, documentation, files, schedule, calendar and travel; organizing information and meetings; preparing research and communications and other administrative responsibilities. This role facilitates Executive projects and complex assignments where independent action, confidentiality, and high degree of initiative are required in resolving problems and developing recommendations. Due to the nature of the Executives schedule and out of province and international travel, this position must be available beyond normal working hours.

Responsibilities:

  • Coordinate all domestic and international travel arrangements, including accommodation, transport, itinerary, etc.
  • Proactively manage multiple calendars and scheduling requiring a high degree of calendar maintenance and judgment when allocating time
  • Arrange, prepare for and attend meetings as required, record and distribute minutes, and track action items as needed
  • Review, prioritize, and summarize incoming information
  • Independently prepare correspondence, reports or company presentations
  • Facilitate ongoing and open communication with the Executive team and internal and external clients to set up meetings and follow up on deadlines, commitments, and pending matters
  • Handle employee and customer requests and concerns with tact and diplomacy
  • Maintain and organize business contact information
  • Distribute business correspondence (email or letter formats), reports and information
  • Coordinate, track and prepare expense reports
  • Plan and organize retreats, seminars and business meetings as required
  • Manage special projects as required
  • Provide marketing support as required, including development of communications and client presentations, newsletters, miscellaneous communiques and event invitations, etc.
  • Utilizing In-Design creation of presentations
  • Maintain/update presentation templates
  • Maintaining and updating marketing plan through social network
  • Assist in development of newsletters and other communiques for social network platform, i.e. LinkedIn

Qualifications:

  • Diploma or Degree in a related field (communications; business administration) or equivalent
  • 7+ years’ executive administration experience
  • Advanced MS Office skills (Excel, Outlook, PowerPoint and Word); experience with InDesign
  • Excellent communication skills (oral and written) including tact and diplomacy
  • Logical problem solver with strong analytical abilities
  • Strong organization skills with a proven ability to meet deadlines, multi-task, manage time and projects, prioritize and delegate
  • Exceptional interpersonal skills
  • Team player

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Sherry; s.boyle@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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