Executive Assistant – Toronto

Website mediacom Mediacom

The Executive Assistant will provide administrative and personal support the CEO.

The Executive Assistant’s position is key in maintaining the big picture regarding issues relevant to the CEOs calendar, their key contacts and relationships. The role requires a large amount of scheduling, rescheduling and prioritizing daily; including travel planning, often with very little notice, and numerous changes.

Key Competencies:

  • Seeks to understand
  • A positive “can do” attitude when confronting all tasks and assignments
  • Excellent work ethic
  • Proven ability to prioritize and decipher from what is urgent, what is required, and what can be postponed to a later date
  • Enjoys a challenge and is open to change
  • Is efficient with time; delivers on set objectives keeping relevant stakeholders informed
  • Maintains clear and honest communication
  • Establishes constructive and collaborative relationships
  • Resourceful – Demonstrated ability to get things done through appropriate channels in a timely manner
  • Understands the culture and values of the business and is able to communicates to others
  • Able to defuse potential conflict, and sensitive situations
  • Shows sensitivity and respect for others feeling, cultures and beliefs
  • Is open and approachable to others
  • Remains calm under pressure, and ability to work in a fast-pace dynamic environment

Key Accountabilities:

  • Manages all aspect of calendars – prioritizing, proactively resolving conflicts, and ensuring all info is accurate
  • Organizes and schedules meetings, including contacting participants, booking rooms and ordering refreshments
  • Maintain a high level of diplomacy, confidentiality, and discretion at all times
  • Types, scans, formats, copies, distributes, files and retrieves correspondence, reports and documents as required
  • Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources
  • Prepares or edits PowerPoint presentations as required
  • Prepares and maintains internal reports (i.e. organizational charts, excel spreadsheets. etc.)
  • Prepares and submits Concur Expense Reports on a monthly basis for the CEO
  • Handles the organization of several internal events annually. Responsible for event planning and communicating event details to all attendees, and taking care of any and all logistical requirements
  • Point person for the Agency monthly Town Halls, ensuring content for presentations is submitted in a timely fashion, presentation creation and coordination of all catering, equipment, speakers etc.
  • Heads the Culture Committee, with the assistance of committee members organizes charity and social events
  • Responsible at times for drafting and executing correspondence
  • Responsible for attending meetings to take minutes and distribute as requested
  • Accountable for setting up meeting rooms and catering
  • Accountable for processing expense reports and following up on the reimbursement process
  • Will act as backup for the Executive Group Administrator, ensuring that the Executive Administration desks are staffed at all times and vacation/absences are appropriately covered
  • Other responsibilities as assigned

Education and Experience:

  • Bachelor’s degree preferred or equivalent professional experience
  • 5+ years of experience directly supporting senior executives desired
  • Solid technical expertise with all MS Office tools
  • Experience working in a multinational company, with colleagues across multiple time zones a plus
  • Calendar management experience a must have
  • Travel administration experience a must have
  • Event planning experience preferred
  • French bilingual an asset

To apply for this job email your details to dforde@theconnecteone.com