Executive Assistant Job

Job Overview

Toronto, Ontario
Job Type
Full Time
Salary / Compensation
Details Not Provided
Date Posted
1 month ago

Additional Details

Some Exp. Required (2 - 5 Years)

Job Description

You will be tasked with providing high- quality administrative support to our VP group in the Innovation Labs & New Ventures department, as well as ad-hoc departmental support as required. You will be reporting to the VP, Strategy Trends & Emerging Solutions.

We are looking for an efficient self-starter with the ability to operate effectively in a fast-paced environment – and as a plus, you like to learn and have fun at work! You’re a masterful problem-solver, highly organized, and have exceptional communication skills. You also have an excellent ability to build and maintain relationships with both internal and external stakeholders.

You’re great at…

  • Assisting with their day-to-day administrative activities/tasks and deliverables, managing and prioritizing multiple competing priorities and ensuring all runs smoothly.
  • Proactively managing multiple calendars, meeting requests, coordinating appointments, and resolving conflicts in a timely manner.
  • Working with internal and external partners and executive assistants to coordinate both virtual and in-person meetings as required, and ensure all materials are prepared and disseminated in advance.
  • Arranging travel plans and logistics to ensure optimal use of the VP's time and budget, as required.
  • Administrating and reconciling budget approvals and processing expense claims as they relate to meetings and events.
  • Acting as internal liaison within various other departments within the organization including Commercial, T&O, Facilities, HR, Finance, etc. Coordinating input for monthly and quarterly Innovation meetings (presentation, media, creative design, etc.). ?
  • Coordinating the preparation, processing, formatting and distribution of staff and committee meetings, presentations, research findings, status reports, and other documents.
  • Assisting in the scheduling and on-boarding of new team members and offboarding of current team members.
  • Managing and maintaining all facility requirements (security badges, workstations, IT requirements) for on- site consultants/vendors.
  • Providing additional ad-hoc assistance to general organizational needs as time permits. Providing back-up support to other administrative assistants in other departments as circumstances may require, including being a support person (back-up) to the reception desk.

Who are you?

  • Have a post-secondary degree or equivalent in relevant discipline.
  • 3-5 years of relevant experience, including supporting leaders in an administrative capacity, preferably in a technology organization.
  • Experience managing and curating various events.
  • A proactive self-starter with a can-do attitude, and a highly effective team player. 
  • Strong proficiency in MS Office products (Teams, Outlook, Word, Excel, PowerPoint, Visio).
  • Experience creating and designing presentations, along with the production of visual, sound, and multimedia projects.
  • You thrive in a collaborative environment while being able to maintain professionalism and confidentiality when dealing with sensitive information and business matters.
  • An analytical thinker with creative problem-solving abilities.
  • You operate with a sense of urgency, and take initiative to make decisions, identify and recommend improvements in your job  function, research and/or investigate issues requiring resolution to execute on assigned tasks.
  • Extremely strong organizational, time management, attention to detail and problem resolution skills, with desire to work in a rigorous environment of rapid growth.
  • You demonstrate a positive, professional demeanor, and a passion and interest in Interac.

How we work

  • We know that exceptional people have great ideas and are passionate about their work.  Our culture encourages excellence and actively rewards contributions with:
  • Connection: You’re surrounded by talented people every day who are driven by their passion of a common goal.

Core Values:  They define us. Living them helps us be the best at what we do.

Compensation & Benefits : Pay is driven by individual and corporate performance and we provide a multitude of benefits and perks.

Education : To ensure you are the best at what you do we invest in you.

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