EA/PA to the Chairman

Full-time, Permanent

$90-100k

2 weeks ago in Administrative and Office Support

Job Description:

Our client within professional services requires an Executive/Personal Assistant to join the firm in order to support the Chairman. Responsibilities of the position include day-to-day administrative support with scheduling and calendar management, appointments, meetings, email management and general coordination including with respect to local transportation and financial reporting, as well as running personal errands and other activities to help organize competing time commitments.

 

Responsibilities:

SCHEDULE AND MEETING MANAGEMENT

  • Manage calendars by scheduling personal and professional appointments, ensuring that the Chair has the most accurate and up-to-date information, providing reminders of important tasks and deadlines.
  • Plan, organize and/or coordinate personal and professional functions such as social events and family gatherings, etc.
  • Make local transportation arrangements and arrange travel.
  • Assist with email management and maintenance of extensive to-do lists.

 

GENERAL COORDINATION

  • Act as a point of contact between the Chair and firm members, and professional and personal contacts.
  • Greet clients prior to meetings.
  • Coordinate mail and courier services, including pick-up and delivery of work and personal items.
  • Research and acquire gifts and personal items as requested, ex. online shopping, personal shopping, etc.
  • Plan, coordinate and/or assist with professional, private and social events.
  • Ensure all parties involved in projects are kept up to date with status and that the projects are kept on schedule and on budget.
  • Supervision of various ongoing projects, including oversight of separate residential construction and renovation sites.
  • Handle errands for the Chair.
  • Work in team with the other assistants and co-workers.
  • Keep in contact with and support other family members as required.

 

INFORMATION AND FILE MANAGEMENT

  • Maintain an electronic filing system that is organized and easy to follow.
  • Maintain records of incoming and outgoing correspondence and materials ensuring that information that needs to be kept is filed or archived, and other information is shredded or recycled.
  • Research and summarize research results on any topic and maintain files related to such information.
  • Collate expenses, tax documents, etc. and maintain financial information, such as transactions relating to banking and other financial activities.
  • Perform daily and month end financial reports using Excel.

 

TRAVEL

  • Willingness to drive to the Chair’s residences in Toronto and within 90 minutes of Toronto, as needed.

Qualifications:

  • Minimum of three (3) years similar work experience.
  • A college or university degree is an asset.
  • Strong verbal and written communication skills.
  • Proficient with MS Office Suite (including Excel).
  • Must be tech savvy (familiar with the use of Apps, Smartphones, etc.).
  • Strong numerical literacy.
  • Must have exemplary planning, organizational and time management skills, with exceptional attention to details and consistency.
  • Flexibility to work outside of strict job description parameters and regular work hours.
  • A confident, intelligent, and dedicated individual with strong problem-solving skills.
  • Ability to handle multiple requests (multi-task), prioritize, and respond quickly and efficiently with a pleasant demeanour.

 

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Beth; b.title@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

 

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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