Executive Assistant

Job summary

Provide high-level administrative support to an Executive Vice President, including managing complex calendars, travel, and communications. Coordinate board meeting materials, department events, and manage confidential information with discretion.

Job details

Executive Assistant for an EVP! Salary 90,000-97,000 + Great Bonus, Full and Extensive Benefits on day one, Terrific Pension Plan + 4-5 Weeks of Vacation and employee perks!!! This is a Hybrid role and working in the office approx. 3 days a week and the role is walking distance from Union Station. The Opportunity: Our client is a large, stable, and forward-thinking organization that genuinely values the contributions of its employees. They are seeking an experienced Executive Assistant to support a dynamic and highly engaged Executive Vice President who is part of the Executive Leadership Team. This executive is looking to build a long-term, trusted partnership with their EA and understands the strategic value the role brings. The ideal candidate is proactive, detail-oriented, and thrives on taking initiative while managing multiple priorities and projects simultaneously. In this role, you will oversee a complex and constantly evolving calendar, coordinate meetings and events, and prepare high-quality documentation, correspondence, and presentations. Also, you will be responsible for helping the EVP prepare meeting materials for Board meetings. This is an exceptional opportunity for a seasoned Executive Assistant who excels in a fast-paced, collaborative environment and takes pride in delivering excellence. Responsibilities include: Manage a complex and constantly changing calendar, schedule meetings, appointments and speaking engagements Manage a busy inbox and flag urgent emails Book travel (flights, hotel and car service and provide a detailed agenda) Draft and edit correspondence, messages, communications etc. Prepare presentations for meetings (internal, external and Board) meetings Plan, organize and coordinate department meetings (ensure all meeting material is organized and ready in advance of the meeting) Plan, organize and coordinate events Prepare and submit detailed expense reports Interact with internal/external stakeholders, act as an extension of the Executive with all stakeholders Manage confidential information with discretion Manage special projects including research, communications, etc. Qualifications: Previous experience supporting a Senior level Executive in a large organization that has a fast-paced environment Excellent time management skills with the ability to multitask and manage competing priorities Able to manage confidential information with discretion Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Completion of an undergraduate degree or college diploma is an asset Experience planning and coordinating events Accurate and detail-oriented with a strong work ethic Excellent communication and interpersonal skills

What you’ll do

Provide high-level administrative support to an Executive Vice President, including managing complex calendars, travel, and communications. Coordinate board meeting materials, department events, and manage confidential information with discretion.

Requirements

Requires previous experience supporting senior executives in a fast-paced, large organization. Proficiency in Microsoft Office and strong organizational and communication skills are essential, with a degree or diploma considered an asset.

Benefits

• Bonus • Full and Extensive Benefits • Pension Plan • Vacation • Employee Perks

Listed skills

• Time management · Preferred
• Multitasking · Preferred
• Project management · Preferred
• Microsoft Office Suite · Preferred
• interpersonal communication · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Inbox Management
• Travel Coordination
• Correspondence Drafting
• Presentation Preparation
• Event Planning
• Expense Reporting
• Stakeholder Management
• Confidentiality
• Project Management
• Time Management
• Multitasking
• Microsoft Office Suite
• Interpersonal Communication

Job areas

• Administrative
• Management & Leadership