Executive Assistant

Work Location: Hybrid

Position Type: Permanent

Location: Downtown Toronto

Compensation Range: $90,000- $100,000

Our client, a leading organization in the banking industry, is looking for a proactive, highly organized, and detail-oriented Executive Assistant to provide comprehensive support to a C Suite Executive. In this dynamic role, you will leverage your strong administrative, critical thinking, and organizational skills to handle a variety of tasks, including calendar management, travel arrangements, invoice processing, email screening, and correspondence preparation. You will be responsible for exercising independent judgment and taking initiative to support the executive's activities while maintaining confidentiality and professionalism.

Key Responsibilities

Executive Support:

• Independently organize activities, exercising discretion and diplomacy. This includes screening requests, prioritizing tasks, managing visitors, and handling phone calls.
• Develop administrative procedures to suit the executive's working style and offer personal assistance as needed.

Organization & Coordination:

• Coordinate meetings and appearances at local, national, and international levels.
• Oversee all aspects of travel arrangements, ensuring efficiency and accuracy.
• Organize, follow up, and plan meetings, receptions, and conferences, and assist with presentation preparation.
• Manage calendar, including meetings, vacations, and personal time off.

Prioritization & Time Management:

• Evaluate the importance and sensitivity of emerging issues, making decisions to re-prioritize the executive's schedule as needed.
• Work effectively under tight deadlines and with limited direction, ensuring the executive's time is focused on critical business priorities.

General Administrative Support:

• Prepare briefing materials for meetings and appointments
• Maintain administrative procedures, process expense accounts, and manage client correspondence.

Cross-Functional Collaboration:

• Interact and collaborate with C-level executives, senior leadership, and clients to solve problems and exchange information.
• Use strong interpersonal skills to build relationships and leverage influence to achieve desired outcomes.

Internal Relationship Management:

• Work closely with internal departments and advisory/support units (e.g., Human Resources) to handle administrative tasks and resolve issues.

Qualifications:

• Minimum of 10 years of experience in a professional support role, ideally supporting C-level executives in a fast-paced, dynamic environment.
• Post-secondary education in a related field is preferred.
• Exceptional organizational and administrative skills, with the ability to operate independently
• In-depth knowledge of the organization’s structure, business activities, and key relationships.
• Excellent verbal and written communication skills, with the ability to interact effectively with a wide range of stakeholders.
• Strong decision-making skills and the ability to work with minimal direction, demonstrating good judgment and discretion.
• Proven ability to manage shifting priorities and maintain professionalism in challenging situations.
• Proactive, detail-oriented, and able to handle sensitive information with confidentiality.
• Strong relationship-building skills and the ability to liaise with individuals at all organizational levels.
• Advanced proficiency in MS Office (Excel, Word, PowerPoint, Outlook) and web-based tools. Experience with Visio, Workday, Amex GBT, and/or COUPA is a plus.

All interested applicants who meet the qualifications listed above are invited to submit a resume