Executive Assistant

Toronto, ON | Direct Hire

Job ID: 51038 Industry: Administrative/Office Support
Executive Assistant
Location: Downtown Toronto
Salary up to $55,000
Amazing Benefits, Vacation, and Online Education Options Available for Employees!

Our client, a leader in Marketing & Advertising, is looking for an Executive Assistant to support 4 busy executives. The Executive Assistant is responsible for providing administrative support to four members of the executive team.  The ideal candidate has previous experience providing senior level support, combined with a motivated, flexible, and energetic personality, excellent judgment and discretion, and exceptional attention to detail.  Acting as the front line of communication for these executives, this role proactively manages all aspects of the executive’s day through effective anticipation, planning, and execution.

RESPONSIBILITIES:

  • Managing the calendar and scheduling of the Executives, including assessing all Executives meeting requests and proactively determining priority
  • Briefing the Executives before appointments or meetings with appropriate background information and documents
  • Coordinating meetings and appearances on behalf of the executives, include making all travel arrangements and monitoring them to ensure maximum efficiency and accuracy
  • Proactively identifying potential problems and shifting priorities in order to adjust the executive's schedule if necessary
  • Planning, organizing, and overseeing logistical details relative to internal and external meetings, including room set up, catering, AV setup, etc
  • Organize meetings and/or conference attendance involving multiple senior executives
  • Developing administration procedures and processes to respond to the operating style of executives
  • Organizing and submitting the Executives expenses, vacation requests, and completing timesheets
  • Overseeing the ordering and maintenance of supplies and equipment and maintaining comprehensive business contact files
  • Composing basic correspondence and reports on behalf of the executive group by identifying required information, researching background information and gathering it from appropriate sources
  • Conducting research on behalf of the executives to inform documents, requests for information, or presentation decks
  • Create and/or revise presentation decks and documents
  • Able to lead and/or support ad hoc projects
  • Ad hoc administrative duties such as filing, photocopying, compiling documents, and general organization

QUALIFICATIONS:

  • Post-graduate education plus 5+ years executive support experience
  • High degree of trust, discretion, and confidentiality is required
  • Proactive, and able to anticipate needs and outcomes before they are requested
  • Proven ability to establish strong relationships at all levels of the organization
  • Superior skills with Microsoft Office Suite (Outlook, Word, Excel and Power Point)
  • Strong computer skills, with aptitude to learn new tools and programs
  • Exceptional attention to detail, with exemplary organizational and prioritization skills
  • Strong communication skills, both written and oral
  • Decisive, authoritative, with excellent judgment
  • Adaptable and flexible to changing priorities and competing demands
  • Capable of operating independently with minimal direction while keeping the executives informed of variances to plan, potential problems and sensitive issues
  • Strong ability to work independently
  • Experience working in marketing, media, technology, or advertising an asset

To apply, please click Apply Online or submit your resume by email to: CGRresume@bagg.com

View all of our job postings at www.bagg.com 

Accommodations are available upon request to support your participation during all stages of the recruitment process.


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