Location: Downtown Toronto
Duration: 1-year contract
Compensation: Up to $80,000
Our client, a global non-profit (with a for-profit culture) is looking for an Executive Assistant to join their team for a 1-year contract. The Executive Assistant, Office of the President and CEO will report to the Representative, Office of the President and CEO. They will provide executive support and work with other Foundation staff when required. This person is an individual who is comfortable working in a fast-paced environment and can plan ahead and manage work in order to meet deadlines.
Proactively manages the President's complex calendar and the coordination of several key stakeholders to include Senior Leadership, Board Members, and a multitude of external contacts. The external contacts may be senior, high profile in nature and/or government representatives, therefore, a high level of diplomacy and detailed follow up is required.
Responsible for extensive and complex global travel arrangements including international flights, hotel, itineraries, travel visas and immunizations.
Some travel is required to provide onsite logistical support, coordination of meetings and follow up.
Plans, coordinates and ensures the President`s schedule is followed and respected and provides a ‘gatekeeper’ role in a high capacity environment.
Will compose routine correspondence for President's signature, being proactive in identifying occurrences that would prompt the President to write or respond directly. A high level of business acumen and diplomacy is required to respond or redirect requests to the appropriate internal person(s) in a timely manner.
Liaise and sustain relationships with employees, external stakeholders and the general public on behalf of the Office of the President & CEO.
Schedule meetings and coordinate related logistics such as room bookings, refreshments, and document preparation for all attendees.
Monitor the President's e-mail, printing attachments and managing material as appropriate. Proven attention to accuracy and detail is required when dealing with a high volume of emails, correspondence and requests.
Clear the President's out tray consistently and ensure the office is clean at all times.
Maintain an accurate paper and electronic filing system.
Prepares and submits expense reports within specific timeframes.
Completes and submits an ‘End of Day summary’ daily to the President.
Handles the distribution of mail and couriers for the President’s office.
Provide support for personal and business errands as required.
Back up to the Executive Assistant, President and Board of Directors.
College diploma or Bachelor degree in a related field.
Minimum ten (10) years of experience as an Administrative Assistant with a minimum five years of experience supporting C-Level executives.
High level of proficiency with current technology including; Microsoft Office, with an emphasis on Outlook and PowerPoint.
Excellent planning, prioritization and time management skills.
Exceptional communication skills (written/verbal) and interpersonal skills are a must.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
Experience interacting with the leadership and senior management of Global Organizations, Governments, and Boards of Directors.
Ability to analyze financial data (budgets) and design reports.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Professional maturity and is sensitive to working within different cultures.
French language skills are an asset.
Driven and results oriented.
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Accommodations are available upon request to support your participation during all stages of the recruitment process.