Executive Assistant - Jobs in Toronto

Job Description

Job DescriptionThe Executive Assistant (EA) provides consistently strong Executive level support as the primary liaison for various internal and external stakeholders on a diverse range of matters across two Executives. The EA optimizes and enhances the productivity of their assigned Executives by providing seamless administrative support. By championing the Indigo spirit and brand, this position provides high service and support to all internal and external customers.KEY PERFORMANCE METRICS

• Completion of projects/tasks on time, to the specified standard
• Schedule is accurate and maintained in a timely manner
• Maintain excellent business relationships – customer satisfaction
• Timely and accurate submissions of documents, presentations and paperwork
• Planning and execution of sections of assigned Executives’ budgets, as assigned, on time, under budget, to respective specifications

KEY ACCOUNTABILITIESFunctional

• Facilitate smooth interaction between Executives and the company’s stakeholders by proactively managing the Executives’ calendars for optimal efficiency:
  • Determine meeting priority and coordinate times with other attendees, resolving scheduling conflicts independently
  • Schedule appropriate meeting location/rooms/TEAMS
  • Ensure Executives have all materials required for meetings; prioritize and prepare documents that reflect the Indigo brand.
  • Distribute meeting materials, take minutes where necessary, provide technical support as needed, and execute any required follow-up actions.
• Screen, respond to and redirect Executives’ mail and email, as appropriate; follow up on deadlines and commitments to ensure all business items are appropriately executed; and support Executives’ on escalated customer service issues as needed.
• Follow-up on deadlines and commitments to ensure business items are executed
• Review and prepare documents, contracts, and reports for Executives’ signature.
• Ensure that all key reports are generated, organized and distributed on time as required.
• Process and track invoices and expenses for the Executives
• Plan and execute assigned departmental budgets by the Executives; this includes:
  • Manageamp; track invoice payments and assign departmental budgets (taxi, Staples, catering, etc.)
  • Set and adhere to departmental budgets as applicable
  • Retain and track all vendor/supplier contracts
• Plan and execute departmental events
• Lead or collaborate on special initiatives to create or improve an existing process in the department on behalf of Executives.
• Book and confirm all travel and hotel arrangements (international and domestic) for the Executives prepare itineraries accordingly
• Plan for Board Meetings, large client, or vendor meetings
• Act as an advocate for the customer by placing them at the forefront of all decision-making and design processes
• Proactively identify and anticipate customer expectations and needs
• Embrace and seek out technology that creates high-tech and high-touch solutions for Indigo’s customers
• Challenge the status quo by consistently identifying areas for improvement, diagnosing issues and working to resolve them

People

• Collaborate with others to drive flexible and iterative solutions, quickly and easily
• Share technical knowledge with others and actively seek to learn from those more knowledgeable than yourself
• Help others see the impacts of their efforts and proactively engage other functions to get input
• Encourage others to freely share their point of view and be open to feedback

Cultural

• Model Indigo’s beliefs and convey a positive image in everything you do
• Celebrate diversity of thought and have an open mindset
• Take an active role in fostering a culture of continual learning, taking risks without the fear of making mistakes
• Embrace, champion, and influence change through your team and/or the organization

SCOPEReports to: ExecutiveKEY RELATIONSHIPSInternal:

• Executive Assistant to the CEO
• Office Services
• Executive Assistants in other departments
• Executive Team
• Executives’ Direct Reports
• HR