Talent.com
Executive Assistant

Executive Assistant

Raisenorth york, on, Canada
6 days ago
Job type
  • Full-time
Job description

Description :

Job Title : Executive Assistant III

Responsibilities :

  • Independently provides administrative support for 2-3 TIS Executive Management Team (VPs and up to SVP)
  • This role is required to handle a wide range of administrative duties, tasks and requests, anticipate needs or issues and respond with a sense of urgency and professionalism.
  • Ability to balance competing priorities and respond to high pressure demands with composure. Maintain confidentiality and demonstrate discretion in handling sensitive information.
  • Time management - Manage calendar to ensure maximum time efficiency is achieved, anticipating and initiating appropriate actions as required. Proactively identify priority engagements and support the TIS Executive Management Team in being prepared in advance.
  • Coordinate and arrange complicated meetings, conferences and functions which may include communication with internal and / or external executives, vendors, stakeholders and leaders. Arrange any hospitality requirements
  • Coordinate with other executive administrative professionals to ensure alignment of priorities and engagements across TIS as well as with business functions external to TIS.
  • Produce and assist with various documents / presentations, utilizing an array of applications i.e. PowerPoint, Word and Excel documents. Maintain a repository of documents for the TIS Executive Management using Sharepoint, Teams and other central information repositories and tools.
  • Participate in leadership meetings and capture meeting notes, action items, and key decisions. Proactively follow up on action items to ensure completion by due date.
  • Coordinate travel arrangements including proactive response to schedule changes and updates.
  • Submit and track requests for team via the MyService system to support activities such as onboarding & off-boarding, office moves, and similar tasks.
  • Time entry and maintenance of vacation schedule
  • Expense report submission and administration
  • Ensure completion of time sensitive actions such as Statement on Business Conduct acknowledgements, SOX / CSOX audit requirements, etc.
  • Provide area-specific knowledge and technical dept

MUST HAVES :

  • Relevant education and a minimum of 7 years’ experience in the administrative field supporting executive level leaders; or an equivalent combination of education and experience.
  • Proficient with the Microsoft Office Suite, SharePoint, Internet navigation, email, and general computer use.
  • Strong interpersonal and communication skills
  • Exceptional organization and planning skills
  • Ability to learn tasks quickly and become efficient in a short period of time
  • Self-starter with demonstrated sense of urgency. Proactive and self-motivated
  • Excellent time management skills and the ability to prioritize competing demands
  • Ability to perform work with constant interruptions.
  • Ability to handle confidential material and demonstrate an appropriate level of discretion
  • Creative problem solver with ability to retain composure in high pressure situations

    • NICE TO HAVES :

  • Previous experience supporting C-suite level executives or equivalent