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Executive Assistant (12-month Contract) - Jobs in Toronto

HVN Solutions
Job LocationToronto
EducationNot Mentioned
SalaryNot Mentioned
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeContract

Job Description

Job DescriptionThe Executive Assistant will play a critical role by providing direct support to the VP of Contact Centre Technology and VP of Rewards Technology. You will be accountable for managing schedules, coordinate team events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with Leadership and business partners on behalf of the VP, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials.***Please note this is a 12-month CONTRACT role***What will you do

  • Calendar management including prioritizing scheduling and managing conflicts.Also provide support in organizing meetings, video and in person meetings (book meeting location and equipment resources)
  • Proactively manage complex travel arrangements/itinerary, ensuring seamless travel and efficient use of budgeting and resources.
  • Prepare presentation materials and agendas for meetings.Ensure relevant information is assembled and prepared for meetings.As requested, take minutes for key meetings and prepare documentation and output as required from those meetings.
  • Set up and coordinate business planning sessions, staff meetings, management meetings, bi-weekly management team meetings and one-on-ones with direct reports and partners. As required, follow up on any agenda items or deliverables including co-ordination with facilitator and presenters to deliver the materials in a timely manner.
  • Prepares expense reports ensuring accuracy and adherence to finance policies ensuring expense reimbursement is within the expense report guidelines; validate expense reports prior to VP approval.
  • Department administration including, supporting vacation management, business continuity planning, coordinating real estate needs for the team.
  • Coordinates event planning (i.e., training, team building, and group offsite) including guest speakers, locations, and equipment resources.
  • Assist with special projects as needed.
  • All other duties, as assigned.
RequirementsWhat do you need to succeedMust-have:
  • Min 3-5 years of experience supporting senior management.
  • Superior organizational skills specifically around calendar management, scheduling, ability to organize, plan, and schedule activities.
  • Strong interpersonal relationship skills in working effectively with various levels of staff, including senior management and executives; ability to work as a team member.
  • Sound judgement in decision making; strong problem-solving skills and ability to multi-task, prioritize and work independently under tight deadlines in a fast-paced environment
  • Highly proficient in Microsoft Office including Word, PowerPoint, Excel, Outlook
  • Strong written and oral communication skills
  • High level of attention to detail
  • Self-starter must work independently with minimal supervision.
Nice-to-have:
  • Related experience within a matrixed corporate environment

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