Executive Assistant - 12mth Contract

This individual is comfortable working in a fast-paced environment, is detail-oriented, forward-thinking and work to meet deadlines. The successful candidate will have excellent interpersonal skills, fluid problem-solving ability, organizational skills, coordination ability and a high degree of integrity. The successful candidate will serve as a role model for our Company Values while representing VP’s both internally and externally to all stakeholders.

What You'll Do:

• Provide full administrative support to VP's within the Marketing organization

• Manage daily calendars including scheduling of meetings, appointments and booking all travel arrangements

• Plan, coordinate and ensure schedules are followed and respected

• Monitor in-coming calendaring requests, attachments and managing materials, as appropriate

• Organizes Huddles, Townhalls, special events, meetings for the Marketing team

• Proven attention to accuracy and detail required when dealing with a high volume of requests and correspondence

• Able to organize and manage a variety of documents, reports and information

• Maintains an organized filing system for easy retrieval of files

• Timely management of expenses and reimbursements, ensuring expense reports are accurate, punctual, and efficiently submitted

• Support meetings and convenings with internal and external stakeholders, as necessary; be comfortable with business-enabling technologies (e.g., video conference set up, presentation set up, and virtual meetings and webinars)

• Preparation of all correspondence for the Marketing team

• Coordination of off-sites for the leadership team, including, but not limited to creating agendas, selecting venues, coordinating logistics, and making other necessary arrangements

• Support leaders in the onboarding of talent including new hire set-ups, internal transfers, terminations, ordering computers and telephone equipment

• Use professional judgment to screen, prioritize and determine actions for incoming calls and inquiries

• Assists in preparing documents and presentations which are highly confidential in nature

• Compile, design, review and coordinate various materials for PowerPoint presentations

• Support the department by being the lead contact for inquiries and assuming responsibility for various projects, team initiatives and serving on committees as required

• Coordinate advance material for board meetings. Work with other leads to ensure information is gathered, accurate and in a form appropriate for presentation to the board

• Ad hoc assignments as required

What You'll Need:

• A minimum of 5 years’ administrative experience supporting multiple executives

• Strong understanding of large, complex organizations an asset

• High level of proficiency with office technologies, including MS Office, with an emphasis on Outlook, PowerPoint, SharePoint, and Teams

• Track record of delivering and successfully managing multiple priorities

• Approachable with demonstrated ability to interact professionally with people at various levels of an organization

• Excellent customer service orientation, sensitive to client issues and understanding of importance of diplomacy, confidentiality and discretion

• Outstanding planning, prioritization and time management skills necessary

• High level of accuracy and attention to detail

• Ability to multi-task in a deadline driven environment

• Excellent verbal and written communication skills

• Initiative, strong judgment and problem-solving abilities

• Ability to work independently and while supporting a collaborative team environment

• Some travel will be required