New job at Innovapost (via |

Executive Assistant

August 14 2019
Industries IT: Services
Categories Administrative, Clerical, Executive Assistant
Toronto, ON

Reporting to the Executive Assistant Team Lead, the Executive Assistant is responsible for providing administrative tasks to one or several function(s) within the organization

Major Responsibilities and Accountabilities
  • Perform a full range of administrative and to a senior leader.
  • Follow up on deadlines and commitments to or from senior management
  • Collect, track, and analyze data information/data using Excel and other programs
  • Review and summarize information submitted to senior management and may attend and/or takes minutes of meetings
  • Deal with sensitive and confidential information
  • Work on Business priorities and identify process improvements to create efficiency for leadership team
  • Review documents;
  • Assist with preparation of presentations including written proposals, graphics, and electronic presentations (e.g. PPT);
  • Apply appropriate discretion and due diligence to ensure accuracy when preparing and promptly completing all required documentation (i.e. reports, etc.) correspondence/communications, tables, charts, files, etc. video conferencing etc.); escalate issues where appropriate
  • Participate in special projects which may include, development plans, special reporting, organizing and designing PowerPoint presentations
  • Liaison with multiple project teams, senior management teams and clients
  • Administrative Support activities may include, but are not limited to:
    • Co-ordinate meetings/manages calendars
    • Assist in planning and execution of corporate employee events.
    • Arrange travel, which includes, researching various possibilities to ensure time/cost effectiveness
    • Complete timesheets, ensuring timesheets are completed and on time
    • Complete expense reports
    • Order all supplies
Critical Skills and Competencies Characteristics


  • Stakeholder Management experienced in collaborating with multiple stakeholders internally and externally
  • Administration: experienced in managing a diverse range of administrative tasks


  • A diploma in Office Administration


  • Minimum 5 years of experience as an Executive Assistant working with Senior Leaders, executives and stakeholders
  • Experience assisting a senior leader or executive to compile, process and analyze data to prepare for presentations or reports
  • Experience drafting proposals and presentations on behalf of senior leader or executive
  • Strong knowledge and or experience of a Agile Environment
  • Experience working in a fast pace IT environment
  • Strong Communication Skills written/orally
  • Excellent attention to detail and Time Management skills


  • Strong customer services skills
  • Proficient in Microsoft Office Suite including Excel, Word, Outlook and PowerPoint
  • Advanced degree of discretion and judgment while interfacing with important customers and clients and highly sensitive information
  • Facilitate and encourage collaboration and work as one team
  • Ability to navigate through uncertainty and change within the organization
Apply now!