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Executive Assistant at Robert Half Canada

Executive Assistant

Robert Half Canada Toronto, Ontario Full-Time
DOE
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Ref ID: 05050-0011616794

Classification: Executive Assistant

Compensation: DOE

OfficeTeam is working on an AMAZING long term opportunity! This role is an 18 Month Contract, with WFH options and the ability to grow with a reputable Non-Profit organization!!

POSITION PURPOSE SUMMARY:

This position is accountable for providing senior level administrative and operational support to multiple senior leaders within an exciting organizational change/transformation project. The incumbent monitors and supports all program and project administrative and operational processes and control standards, including active involvement in determining, developing, and implementing process improvement opportunities. You will also provide related specialized support including managing smaller initiatives, documenting management reporting, policies and guidelines, as well as acting as an administrative/operational control point for the Mobilize 2.0 program.

KEY RESPONSIBILITIES:

Senior level administrative support for Program Director and project team:
• Coordinates all aspects of meetings and conference calls including video and audio set-up, agendas, documenting meeting minutes, and follow up regarding decisions and next steps
• Supports the Program Director and project members through managing phone calls, email follow-up, etc.
• Prepares and/or coordinates various types of documentation including agendas, minutes and presentations
• Interacts and collaborates regularly, as a critical function, with all team members, key stakeholders and across functions to accomplish administrative or operational tasks

Operational/Administrative Process Improvement and Project Management:
• Manages smaller projects as assigned (e.g. utilization of Microsoft 365 office technology process improvements and policies; tools to increase efficiencies)
• Performs business/situational analysis and develops recommendations to support administrative and communication process improvements
• Interacts with Mobilize team members and stakeholders as directed to facilitate collaboration and clear communication and may have to handle conflicting or more contentious admin-related issues
• Manages and maintains documents and records (electronic files and hard copy files and contracts, backup, shared directories) efficiently and effectively, ensuring data/documentation integrity, timeliness for updates, and ease of reference or retrieval as required

Provides General Administrative support:
• Coordinates all aspects regarding logistics of key meetings – with expertise in ZOOM and TEAMS to enable advanced collaborative working together
• Coordinates all department travel arrangements
• Facilitates the coordination of communication updates to the territory
• Completes expense tracking and reporting, supporting budget management
• Assists with maintaining and tracking staff vacations and absences in accordance with departmental guidelines to ensure consistency in entitlement and to determine staff availability and support resolving issues
QUALIFICATIONS AND EDUCATION REQUIREMENTS:

*NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Certifications:
• Completion of college diploma or degree in office administration or related discipline or relevant senior level experience as an Executive Assistant or similar role in a large complex environment

Experience:
• 5-7 years’ experience as a Senior Executive Assistant or similar role
• Strong experience related to handling multiple leaders’ needs, forward planning, and prioritizing
• Track record of organizing, with limited guidance, a significant volume of varied business information and developing it into cohesive, detail oriented reports and presentations, with the ability to recognize and respond to business related issues within the scope of the material
• Expert skills in Microsoft Office and the use of Office 365 collaboration tools e.g. TEAMS, Whiteboarding
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines

REQUIRED SKILLS/CAPABILITIES:
• detail oriented tact and diplomacy are essential with ability to comprehend and act on complex, sensitive matters
• experienced judgment to maintain confidentiality with a clear track record of integrity
• Advanced level computer skills with proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and web-based software; experience with Office365 a strong preference
• Demonstrated organizational and project management abilities to coordinate and lead a variety of administrative initiatives
• Effectively and efficiently manages relationships, expectations and concerns, in a detail oriented and courteous manner, and develops and leverages detail oriented knowledge and working relationships for the benefit of the organization
• Excellent organizational and time management skills
• Excellent research skills
• Strong communication and interpersonal skills (written and verbal)
• Strong analytical, evaluative, and problem-solving skills
• Must display sound judgment, strong attention to detail, and willingness to take initiative

Personal Attributes:
• Self-starter capable of working independently with limited direction
• Keen attention to detail while being able to handle ambiguity
• Ability to work well in a team-oriented, collaborative environment
• Affinity for faith-based charitable sector and/or social enterprise

OfficeTeam, a Robert Half Company, matches professionals in the administrative field with remote or on-site jobs on a temporary and temporary-to-full-time basis. Whether you're a seasoned administrative pro or starting your career, we have options for you. Our experienced staffing professionals can promote you to employers and advocate on your behalf. We provide access to top jobs, competitive compensation and benefits, and free online training. For more opportunities, get the Robert Half app and receive instant notifications when our AI matches your skills and experience with jobs.

When you work with us, you’re working with the best. Our parent company, Robert Half International Inc., has been recognized as one of FORTUNE’s “Most Admired Companies” every year since 1998.

Questions? Call your local office at

1.888.490.4154
. All applicants applying for Canadian job openings must be authorized to work in Canada.

© 2020 OfficeTeam. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use ([ Link removed ]

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Executive Assistant
DOE
Estimated Salary: $100K
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Job ID: 05050-0011616794

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