Executive Assistant

Full-time, Permanent

$85-95k

2 weeks ago in Administrative and Office Support

Job Description:

Our client within real estate investment management requires an Executive Assistant to support the global CFO. This position would suit a highly proactive individual who is flexible with excellent organizational skills, operating in a fast moving, growing business. While the role will primarily support the Global CFO, it will also support up to three other members of the Canadian Leadership Team.

Responsibilities:

  • Calendar management
  • Coordinate all internal meetings in an efficient manner
  • Liaise with Reception to arrange meeting rooms and hospitality as required
  • Ensure the day runs smoothly and there are no issues or overlapping meetings. All external meetings should be confirmed the day before
  • When necessary, ensure CFO is aware of upcoming meetings when meetings are running over time – must be aware of their location at all times
  • Ensure CFO is prepared in advance of meetings – research on companies or individuals and give a brief
  • Prepare agenda items for meetings
  • Screen phone calls and take messages, where appropriate
  • Manage the flow of correspondence and maintain accurate records
  • Organize the production of reports as and when required
  • Manage Global Board schedule and documents. Ensure information is ready for Board in a timeline manner, working with the CFO and CEO (or his EA) to compile agenda’s
  • Manage Global Executive Management schedule and documents. Ensure information is ready for Board in a timeline manner, working with the CFO and CEO (or his EA) to compile agenda’s
  • Ensure that company standards are met regarding documentation processes
  • Sort assigned post and deal with routine enquiries and confidential correspondence, drafting replies where possible
  • Produce/amend presentations using PowerPoint software
  • Record meeting minutes and produce list of action points from meetings when required
  • Manage key contacts and business cards in Outlook as well as VIP lists
  • Organize travel and hotel accommodation where required in accordance to the travel policy
  • Process corporate card and cash expenses in a timely manner
  • Create ad-hoc letters and other business documents
  • Maintain hard copy and/or e-filing systems
  • Send group e-mails to the company on behalf of CFO
  • Review all documentation issued for signing and query discrepancies as required
  • Any other ad hoc duties as requested

Qualifications:

  • Excellent working knowledge of Microsoft Outlook, Excel, Word and PowerPoint
  • Minimum of 5 years executive assistant experience to C-Suite member(s)
  • Excellent organizational skills with excellent communication and interpersonal skills
  • Proactive and able to work on own initiative, decisive, resourceful and quick to see the priorities
  • Strong attention to detail
  • Flexible and adaptable
  • Resilient, with strong team focus
  • Quick to respond and take action
  • Well-presented and mannered, particularly as dealing face to face with clients
  • Forward thinking and able to spot potential issues before they occur

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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