Job Summary

Reporting directly to the President & CEO, the Executive Assistant provides a broad range of administrative support of a highly confidential nature to ensure the effective operation of the executive office. The incumbent will work closely with, and provide assistance to other senior management staff and work together with support staff as needed. The successful candidate will be required to rely on proven professional skills, initiative, discretion, and judgement to add value to the executive office and the organization.

Responsibilities

  • Maintain and proactively organize complex calendars, ensuring Senior Management has all of the relevant information prior to meetings.
  • Coordinate meetings and conference calls for both internal and external stakeholders.
  • Book travel to ensure effective planning of time and resources including scheduling of corporate jet;
  • Manage, receive, and organize emails for the President, using the judgement of sensitivity to the executive officer’s priorities.
  • Complete expense reports and coordinate with the management team on expenses and invoice approvals.
  • Gather information, respond to requests and inquiries by written and verbal correspondence.
  • Compose and/or prepare presentations, memorandums, correspondence and reports, frequently of confidential content.
  • Assist in the executive reporting process, including document preparation and collection across companies and departments.
  • Plan events and large meetings, including the appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.  including management of the Wpg Jets tickets/Skybox bookings.
  • Duties & responsibilities directly relating to personal matters for the President, including booking travel, meetings, organization of schedules and other related personal requests.
  • Handling of sensitive and confidential information and a thorough understanding of protocol, professionalism and the nature of the executive level office.
  • Exemplary communication skills with all levels of individuals internally and externally, both written and verbal.
  • Complete other ad hoc duties as required.

 Experience and Qualifications

  • A minimum of 5-7 years of recent senior executive assistant experience, preferably within a complex environment.
  • Advanced knowledge of Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams & OneNote), and exposure to Accounting Software.
  • University degree or a post-secondary diploma with relevant experience will be considered an asset.
  • Experience in construction and/or material management environments is considered a strong asset.

Personal Fit

We’re looking for someone who is:

  • Resourceful: You are resourceful and forward-thinking with the ability to problem-solve, see opportunities, take initiative and respond effectively to issues that arise.  Ability to grasp complex situations and act with intellect and competence.
  • Detail-oriented: You are analytical and detail-oriented, with a keen focus on producing accurate and high-calibre work. You are comfortable with assigned projects that include research and analysis of detailed information.
  • A strong communicator: You use strong verbal, written, interpersonal, organizational and administrative skills to consistently achieve results, and are able to adapt to different communication styles.
  • A team player: You are able to effectively partner with all levels of the business and sustain cooperative and respectful working relationships with a variety of individuals within and external to the organization.
  • Superior at time management: You are comfortable handling multiple demands and competing priorities, and easily adapt to new ideas and constant changes. Through superior time management skills, you are able to allocate your time effectively, work under pressure, and successfully handle a wide variety of time-sensitive matters.

How to Apply

Interested applicants are to submit a resume, cover letter and salary expectations in confidence to Susan C. Black, CPHR at sblack@fhblack.com