Salary: $85,000 - $95,000 Per Annum

As an Executive Assistant and Office Manager for this International company you will support our client's Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Etobicoke, Ontario office in a hybrid setting. This dual-faceted role requires a highly organized, detail-oriented, and proactive administrative professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs.

Job Description

• Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
• Track all critical dates for business and personal events
• Arrange all travel logistics for the EVP both domestic and international including flights, accommodation, and car service
• File management and organization in Teams, SharePoint, and Outlook
• Plan and manage weekly team meetings including advance preparation of agendas
• Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
• Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission
• Facilitate ad-hoc projects as needed
• Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
• Coordinate office activities and events
• Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
• Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
• Support with coordinating employee training and development initiatives

Job Requirements

• 5+ years’ experience in an office management or administrative role
• Strong interpersonal skills and the ability to contribute effectively within a team environment
• Ability to work efficiently and without constant supervision
• Ability to multi-task and meet multiple objectives in short time periods
• Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
• Exceptional time management and organizational skills
• Excellent communication skills (oral and written)
• Ability to identify, assess and solve problems/issues independently and proactively
• Strong sense of integrity, professionalism and loyalty
• Proactive, positive, and outgoing
• Confidentiality and discretion
• Experience working in a very fast-paced environment