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Executive Assistant

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Date: Aug 3, 2019

Location: Toronto, ON, CA, M5G 2L5

Company: Innovapost

Summary

Reporting to the Executive Assistant Team Lead, the Executive Assistant is responsible for providing administrative tasks to one or several function(s) within the organization

Major Responsibilities and Accountabilities
  • Perform a full range of administrative and to a senior leader.
  • Follow up on deadlines and commitments to or from senior management
  • Collect, track, and analyze data information/data using Excel and other programs
  • Review and summarize information submitted to senior management and may attend and/or takes minutes of meetings
  • Deal with sensitive and confidential information
  • Work on Business priorities and identify process improvements to create efficiency for leadership team
  • Review documents;
  • Assist with preparation of presentations including written proposals, graphics, and electronic presentations (e.g. PPT);
  • Apply appropriate discretion and due diligence to ensure accuracy when preparing and promptly completing all required documentation (i.e. reports, etc.) correspondence/communications, tables, charts, files, etc. video conferencing etc.); escalate issues where appropriate
  • Participate in special projects which may include, development plans, special reporting, organizing and designing PowerPoint presentations
  • Liaison with multiple project teams, senior management teams and clients
  • Administrative Support activities may include, but are not limited to:
    • Co-ordinate meetings/manages calendars
    • Assist in planning and execution of corporate employee events.
    • Arrange travel, which includes, researching various possibilities to ensure time/cost effectiveness
    • Complete timesheets, ensuring timesheets are completed and on time
    • Complete expense reports
    • Order all supplies
Critical Skills and Competencies Characteristics

QUALIFICATIONS

  • Stakeholder Management experienced in collaborating with multiple stakeholders internally and externally
  • Administration: experienced in managing a diverse range of administrative tasks

CERTIFICATIONS

  • A diploma in Office Administration 

EXPERIENCE

  • Minimum 5 years of experience as an Executive Assistant working with Senior Leaders, executives and stakeholders
  • Experience assisting a senior leader or executive to compile, process and analyze data to prepare for presentations or reports
  • Experience drafting proposals and presentations on behalf of senior leader or executive
  • Strong knowledge and or experience of a Agile Environment
  • Experience working in a fast pace IT environment
  • Strong Communication Skills written/orally
  • Excellent attention to detail and Time Management skills

OVERALL SKILLS - ABILITIES

  • Strong customer services skills
  • Proficient in Microsoft Office Suite including Excel, Word, Outlook and PowerPoint
  • Advanced degree of discretion and judgment while interfacing with important customers and clients and highly sensitive information
  • Facilitate and encourage collaboration and work as one team
  • Ability to navigate through uncertainty and change within the organization