What You'll Do
- Proven track record in an administrative role
- High degree of professionalism, business maturity, common sense, and good judgement
- Strong organization skills and attention to detail and accuracy
- Flexibility and able to thrive in a fast-paced environment
- Able to maintain confidentiality on highly sensitive matters
- Takes pride in contributing through support with a positive attitude
- Coordinate all administrative aspects, including dynamic calendar management, meeting setup (A/V equipment and catering, etc), guest pickups, expense reports, travel arrangements, improvement of filing systems, and ordering of supplies to ensure the team operates efficiently and effectively
- Coordinate and work closely with the SVP's offices to ensure deadlines are met and high-quality reports are submitted
- Schedule and organize the quarterly business review meetings and annual planning meetings
- Schedule monthly and quarterly team meetings, including agenda and presentation material preparation, etc.
- Create and monitor team budgets including processing invoices, tracking to budget, and proactively bringing forecasted variances to the attention of management
- Onboarding and offboarding new employees
- Plan and co-ordinate team events
- Oversee high level calendar by learning the business priorities, in addition to a volume of email triage and response
- Coordinating complex schedules and travel itineraries
- Ad hoc projects as assigned
- Other related duties as required
What You Bring
- 5+ years of experience supporting C Suite level executives role within a fast paced and/or professional firm
- Advanced working knowledge of Adobe and Microsoft Office Suite (Strong PowerPoint Skills) Knowledge of Hyperion, PeopleSoft, Concur and SmartView is an asset.
- Superior written and verbal communication skills
- High level of independence and can be relied upon to follow work through to completion
- Proven ability to manage multiple tasks simultaneously, take initiative, exercise sound judgement, and anticipate needs
- Proven ability to establish valuable relationships within an organization
- Demonstrate a positive attitude, with the ability to cope well under pressure with little or no supervision
- Provide professional administrative support in a helpful, respectful and friendly manner
- Experience monitoring budgets
- Extremely professional with executive presence, tact, and political savvy
- Willing to occasionally monitor email off-hours
About Us
Our Commitment to Diversity, Inclusion and Belonging
We are committed to fostering an environment where belonging thrives, and diversity, inclusion and equity are infused into everything we do. We believe in building an organizational culture where people are consistently treated with dignity while respecting individual religion, nationality, gender, race, age, perceived ability, spoken language, sexual orientation, and identification. We are united in our purpose of being here to help make life in Canada better.
Accommodations
We stand firm in our Core Value that inclusion is a must. We welcome and encourage candidates from equity-seeking groups such as people who identify as racialized, Indigenous, 2SLGBTQIA+, women, people with disabilities, and beyond. Should you require any accommodation in applying for this role, or throughout the interview process, please make them known when contacted and we will work with you to help meet your needs.
