Job Description

Executive Assistant to the CEO and Board of Directors Liaison

Salary range 110,000-120,000, terrific bonus, an excellent benefit plan, a great pension plan, 3-4 weeks of vacation and other employee perks!

This is a HYBRID role (working 3-4 days per week in the office). The office is DT Toronto and it is a short walk from Union Station.

The OPPORTUNITY : Our client is an organization that has a long, stable history in Toronto and it is both environmentally and socially responsible. They are seeking an Executive Assistant to support a busy and dynamic CEO and also be a liaison with the Board of Directors. This CEO is looking for a long-term partnership as the CEO knows the true value that an EA can provide. In this role you will be responsible for assisting a busy CEO with extensive and complex calendar management, triaging email and providing a high level of administrative support. The successful candidate will possess drive, initiative and a passion to contribute to the success of the CEO, the Board of Directors and the overall organization! If you are an individual who enjoys working in a dynamic and collaborative environment, then we want to hear from you!

Duties and Responsibilities:

• Efficiently manage all day-to-day administrative matters for the CEO.
• Managing the CEOs' calendar, ensuring demands are effectively prioritized and the time of the CEO is utilized in an efficient and effective way. The CEO travels to give speeches and attend conferences/meetings.
• Liaising with the CEO and their direct reports through information sharing and follow-up, while maintaining a high level of confidentiality and discretion.
• Keen ability to build and maintain relationships with internal and external stakeholders, Board of Directors, prominent community leaders and with leaders within the government.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, reviewing speeches and reports, etc.
• Evaluating, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Organizing and coordinating events in collaboration with other teams, such as off-site meetings, conferences and business functions on behalf of the CEO.
• Coordinating extensive travel (flights, accommodation and car service), provide detailed itineraries, and agendas and compile documents for travel-related meetings.
• Assisting the CEO in preparing Board and Committee meeting materials, meeting submission timeline and deadlines as well as coordinating and attending leadership/ management meetings. Attend executive and Board meetings.
• Accurate and timely management of all expense submissions for the CEO and for external Board expenses, following protocols to obtain necessary approvals.
• Providing a bridge for smooth communication between CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support.
• Perform ad hoc duties and work on special projects, as required.

Qualifications:

• Previous experience supporting a C-level executive in a large, complex and dynamic organization and experience working with a Board of Directors.
• Post Secondary Education (Diploma or Degree) is a definite asset.
• Exceptional written and verbal communication skills.
• Possesses the ability to be extremely detail oriented in a fast paced and dynamic environment.
• A critical thinker with the ability to exercise sound judgment, confidentiality, discretion and integrity at all times.
• Possesses the ability to build relationships with prominent global/local executives and government officials.
• Excellent time management skills to assist with the efficient management of the CEOs’ time.
• Possesses the ability to recognize and identify constantly changing and shifting priorities to ensure all deadlines are met.
• Self-motivated, proactive, resourceful and has the ability to remain calm while working with deadlines.
• Advanced proficiency in Microsoft Office applications.
• Possesses tact, diplomacy and enjoys building relationships with internal and external stakeholders.

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