Executive Assistant, Automotive Group

Full-time, Permanent

$100-120k

2 weeks ago in Administrative and Office Support

Job Description:

Our client requires an Executive Assistant to join their team.

Responsibilities:

EXECUTIVE MANAGEMENT

  • Providing strong administrative support, excellent, polished and professional service to the COO/CLO and, indirectly, the Company’s board of directors and Board committees;
  • Perform full cycle administrative duties such as coordinating COO meetings, maintaining and organizing Outlook calendars, scheduling Zoom/Team sessions, managing COO team vacation requests and expense submissions;
  • Manage information flow in a timely and accurate manner; review and filter all incoming and outgoing calls, mails and emails;
  • Maintain a filing system for paper and electronic documents acting as custodian of confidential documents and records;
  • Coordinate all COO/CLO Travel and entertainment; timely e-submission of all expense reports with backup (for the COO and at times, Board members); management of contact list + industry subscriptions
  • Responsible for the administration of the Vaughan, Ontario office

 

BOARD OF DIRECTORS

  • Primarily responsible for Board Engagement – establishing professional relationships with individual directors; manage and publish Board and Committee Calendars prospectively for 18 months
  • Board and Committee Meetings – drive calendar, agendas and timelines, primarily responsible for coordinating all stakeholder input for quarterly board and committee meetings for a busy and hard working Board of Directors – includes preparation of a set of consistent, accurate and high-quality board packages
  • Technology – mastery of Board Portal (BoardEffect) as administrator including keeping up to date online records of all board and shareholder activity on the portal;
  • Board/Committee Minutes – attend all meetings and prepare comprehensive minutes based on established framework, with 2 day SLA for COO/other review post-Meeting

 

SHAREHOLDERS

  • Serve as primary administrative point of contact for Company’s current roster of 40+ Shareholder Groups
  • Curate shareholder list including all Board Portal access (restricted)
  • Through COO email, publish periodic shareholder communications throughout the year via email
  • Arrange for periodic 1 on 1 zoom calls, regional in person meetings and the Company’s Annual General Meeting in the Fall of each year.

 

OTHER DETAILS

 

  • High-functioning in a hybrid work environment
  • Overtime/weekend work may be required

Qualifications:

EXPERIENCE

 

15 + years experience in the following environments:

  • Large law firm (or)
  • Public company
  • Large/complex private company
  • Board of Directors experience is critical

 

EDUCATION

 

  • Post-Secondary University Degree or Relevant College Diploma;

SKILLS AND ATTRIBUTES

 

  • Positive, polished and professional attitude (in person + online);
  • Strong organizational and time management skills;
  • Excellent attention to detail;
  • Highly proficient using MS Office 360 Suite; Zoom, Teams – a fast learner on all things tech
  • Exceptional oral and written communication skills;
  • Ability to work independently, follow instructions and take initiative with minimal supervision;
  • Proven ability to organize, prioritize, multi-task, problem solve and drive tasks to completion and change priorities with minimal supervision
  • Ability to thrive in a fast-paced, dynamic team work environment;

 

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: Hannah; h.gold@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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