Executive Office Personal Assistant

Description:

The firm is presently seeking an experienced Executive/Office/Personal Assistant to support its continued growth. The Executive/Office/Personal Assistant will report directly to the Manager, People & Office Services, and will be responsible for supporting a team of senior executives in Toronto and Vancouver. The successful candidate will have a strong work ethic, be collaborative, highly organized, professional, adaptable, positive and passionate about their work. Responsibilities of the Role Executive Assistant Responsibilities: Maintain a discreet, confidential style of administration in accordance with ongoing business priorities and assignments, while representing a team of senior-level executives in a highly professional manner Work closely with the senior management team and liaise with the company’s core departments to help ensure the effective flow of communication, optimization of business calendars, travel arrangements and work projects and processes Coordinate both business and personal travel arrangements while ensuring standard travel preferences are respected, options presented are appropriate, and the firm’s travel policy is followed Plan and schedule meetings, and manage the co-ordination of attendance, venues, supplies and catering Manage all business expenses related to the team of senior-level executives encompassing travel, entertainment, and out-of-pocket items, and submit appropriate documentation internally for payment and reimbursement at regular intervals, as required Meet and greet visitors, and all internal and external contacts, while projecting a tactful, diplomatic and professional image at all times Assist with the planning, organization, and co-ordination of business conferences and functions as required including: annual strategic planning meetings, advisory meetings, Town Halls, and other internal and external meetings Devise, implement and maintain well-organized and efficient manual and automated filing systems on behalf of the team of senior-level executives Engage in problem solving with other staff and team members, contributing to continuous improvement while maintaining the confidentiality of information Actively contribute to the completion of ongoing and special projects, including assisting with process development, meeting management, and strategic planning initiatives Promptly review all incoming materials correspondence and requests for the team of senior-level executives, evaluating for priority, accuracy and completeness; draft responses to requests, determine their disposition and follow up for action items, making recommendations as appropriate Provide seamless executive support by drafting correspondence, disclosure of information agreements, contracts for services, and preparing, revising and finalizing documents Professionally screen incoming calls and assist with questions where appropriate Provide backup coverage in the absence of other assistants Participate as an active member on applicable Committee Groups