Executive Assistant

Full-time, Permanent

$80-90k

1 month ago in Administrative and Office Support

Job Description:

Our client, a  commercial real estate development company located downtown requires an Executive Assistant to support the CEO. This role requires someone with strong Excel skills.

Responsibilities:

  • Provide administrative support including scheduling meetings, arranging conference calls, making reservations and travel arrangements and facilitating any other personal or professional tasks as required
  • Coordinate all meetings by receiving relevant information from multiple parties, contacting
  • appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging audio-visual equipment, flipcharts, refreshments, etc. in order to ensure participants have all the information and materials required for an effective and productive meeting
  • Regularly handle confidential material information and exercises with discretion
  • Prepare and submit monthly expense reports
  • Draft memos, notices and letters as required
  • Organize and maintain paper filing systems, archives and electronic files.
  • Provide other general administrative support (e.g. filing management, scanning, photocopying and organizing)
  • Provide various Personal Assistant related duties
  • Submit and manage insurance claims
  • Update sponsorship brochure
  • Update of charity website
  • Create and distribute email campaigns and correspondence pre and post event
  • Collection and creation of all event marketing collateral including table mats, prize sheets, poker chips and playing cards
  • Venue selection and coordination including contract execution and BEO sign off
  • Vendor management including audio visual, décor, hostesses and entertainment
  • Coordination of committee meetings including drafting and preparing meeting material
  • Ensure all attendee names are registered into the system and create an event seating plan according to committee requests
  • Oversight of sponsor tracking
  • Ensure collection of all receivables
  • Arrangement of all vendor payments
  • Work with co-chairs and third-party videographer for creation of introduction video
  • Management and training of hostesses leads for signing of membership and table buy-in’s
  • Sourcing of all event prizes and coordination of prizes to winners
  • Update of all collateral and material on charity registration portal

Qualifications:

  • Degree in Business, Business Administration or similar is preferred, however, priority will be given to breadth of experience and intellectual capabilities
  • 5+ years of experience working directly with senior executives; preference given to experience within banks, investment banks, law firms and accounting firms
  • Ability to work 8AM to 5PM, Monday to Friday, but with flexibility to work longer hours as needed
  • Advanced skills in MS Office is mandatory with high focus on Microsoft Excel
  • Excellent written and communications skills
  • Experience in large full-cycle event coordination an asset

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: Hannah; h.gold@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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