PLEASE READ:
This is a 18 month contract with potential for extension.
Successful candidate must be available ASAP.
This position is fully in office (Bay Street).
Your new company
Hays Specialist Recruitment has partnered with a private equity company located in Toronto, ON. We are looking to hire a Executive Assistant to join their team on a contract basis of 18 months, which has the possibility of extension.
Your new role
- Support senior Executives: CFO, Managing Partners, Managing Directors, Senior Vice Presidents and Vice Presidents.
- Calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings that may be in different time zones.
- Organize complex travel arrangements as required, ensuring they align with budgetary constraints and company policies, partnering with Direct Travel, and update executives' calendar with details and ensure they are organized.
- Create and modify PowerPoint presentations (i.e. Marketing Materials, Investor Relations documents) including formatting of charts, graphs and images.
- Interpret and anticipate the needs of the team and proactively bring together appropriate resources to be supportive in addressing upcoming travel, corporate events, etc.
- Facilitates meetings, virtual \& onsite, sits in on meetings, prepares minutes, agendas, follow up, quarterly reporting.
- Coordinate and book all company events - books the venues, catering, flights, accommodation and speakers.
- Promptly respond to requests from internal and external individuals with accuracy and a courteous demeanor.
- Be the point of contact for any in-house meetings, always greet guests with professionalism and a friendly demeanor.
- Expense management through Concur -- tracking and managing expenditures.
- Process invoices through Dynamics 365.
- Facilitates any office moves, works with vendors, contractors.
- Occasional after-hours assistance -- coordination of multiple time-zone meetings and travel logistics.
- Assisting with ad-hoc projects.
- Additional administrative tasks including: mail, copying and binding.
- Handle confidential information with the utmost discretion.
Requirements:
- A minimum of three (3) years' experience as an Executive Assistant -- experience supporting multiple executives is a must.
- Completed post-secondary education.
- Highly proficient in MS Office (Word and Excel).
- Experience processing expenses using Concur is an asset.
- Experience creating and updating PowerPoint presentations.
- Extremely organized, must be able to manage multiple priorities and work comfortably and efficiently in a fast-paced, corporate environment.
- Personable, high EQ and knows when to jump in and work as a team when needed.
- Exceptional professional decorum with the ability to interact and communicate with individuals at all levels, both internally and externally.
- Team player and collaborative, can work well with the other EAs to support the changing needs of the business.
- Overtime may be required. Must be available to respond to changes, scheduling conflicts, travel changes.
