Executive Assistant

Job Description:

Our client within financial services requires an Executive Assistant to join their team. This role will support the growing Leadership team. This is a fantastic opportunity for an individual looking to advance their career with a fast-paced, entrepreneurial firm.

Responsibilities:

• Proactive calendar management, own and drive all calendar and meeting schedules (manage scheduling conflicts, send invitations, organize meetings et).
• Coordinate internal and external meetings including space bookings, catering, A/V
• requirement, etc., and ensure everything runs smoothly. Notetaking as required.
• Arrange shareholder and quarterly board meeting schedules including obtaining up to date attendee lists, scheduling meetings, and coordinating between various time zones.
• Work closely with the Office Services team to plan and execute key off-site meetings.
• Liaise with corporate travel agents to coordinate end-to-end travel needs, including booking all travel and hotels, directions, commuting time, ground transportation and ensuring itineraries are kept up to date in their respective calend
• Maintain up-to-date personal information i., valid passports, driver’s license, Aeroplan numbers, credit cards etc. on file.
• Coordinate with the legal team on notarizations and general signature
• Develop executive presentations, consolidate and generate reports as required.
• Ensure timely processing of benefits claims and expenses through Con
• Represent the leaders with professionalism and confidence in both verbal and written communications internally and externally.

Qualifications:

• Experience: A minimum of 5-7 years’ experience in a similar positio
• Education: A Degree or Diploma in a related field.
• Technical Skills:
  • Must be proficient in Microsoft Office Su
  • Knowledge of DocuSign and Concur are an asset.
• Hard Skills:
  • Meticulous eye for detail and accu
  • Ability to maintain multiple task lists, action items, files, and organization of multiple projects simultaneou
  • Strong calendaring, organization, time management and prioritization skills.
• Soft Skills:
  • Proven ability to build strong partnerships.
  •   Ability to operate independently with minimal supervision and shows appropriate judgement when making decisions.
  • Ability to create strong relationships across the organization.
  • Demonstrate creative thinking and proactively identify opportunities for improvement.

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: Lindsey; l.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.