Executive Assistant

Position Title: Executive Assistant
Duration: 6 Months (Possibility of Extension and Conversion)
Location: Toronto, ON (4 days a week onsite)
Schedule: M to F – core business hours
 
OT: yes- potential
Rotation: no
 
 ADMIN/CLERICAL ONLY:
Back-office vs Telephone work:  both
 
 SUMMARY OF THE ROLE:

• The EA role is client facing and will require heavy interaction with clients, TDS industry and product teams, and senior internal colleagues on a regular basis. Responsibilities for this role include (but are not limited to) the following:
• Active calendar management for Senior team (MDs, Directors, VPs) by coordinating and scheduling internal and client meetings, conferences, client events, teleconferences, and travel itineraries.  Will include scheduling multi-party meetings, internally and externally, as directed
• Prepare and co-ordinate meeting facilities, logistics etc. as required
• Book Travel including flights, cars, and hotels
• Process Travel & Entertainment expenses efficiently and accurately as well as other required compliance or administrative reports
• Proactively communicate effectively and professionally with staff and clients
• Promptly respond to and efficiently manage all incoming inquiries for information independently or re-direct to the appropriate contact
• Manage comfortably and efficiently in a multi-tasked, fast-paced environment, ensuring all deadlines are met
• Keep team members informed and up-to-date about the status of projects and relevant information related to day-to-day activities
• Be an effective team player; demonstrate agility in adjusting to changing constantly changing priorities of the executives and team
• Consistently exercise discretion in managing correspondence, information, and all matters of confidentiality; escalate issues where appropriate
• Develop a thorough understanding of department policies and procedures and ensure that they are applied to day-to-day and project-related activities
• Participate fully as a member of the team and contribute to a positive work environment

 
MUST-HAVE Hard Skills:

• EA experience
• Calendar Management
• Travel/ Expenses
• Strong Verbal and written skills
• Positive attitude

 
NICE-TO-HAVE

• FI/ Banking

 
 JOB REQUIREMENTS:

• Excellent communication skills, both verbal and written.  Demonstrated experience dealing with C-suite clients and other senior stakeholders.
• Prior experience with domestic and international travel arrangements.
• Excellent organizational skills: ability to prioritize and multi-task to meet tight deadlines, managing own workflow to ensure quality and efficiency.
• Demonstrated ability to work in a team environment where flexibility and anticipating needs is essential.
• Strong attention to detail and accuracy in work product.
• Problem solving skills; ability to find solutions or answers through internal network or own initiative.
• Make decisions within well-defined parameters and refer to unusual items.

 

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. The pay rate for this position is C$30.18/hr.