Senior Executive Assistant, Office CEO

Position: Senior Executive Assistant, Office of the CEO
* Assists the Office Manager in providing sophisticated calendar management by prioritizing inquiries and requests; make judgement and recommendations
* Works closely and effectively with the Office Manager to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately
* Prioritizes conflicting needs; handles matters expeditiously, proactively. Follows-through on projects to successful completion, often with deadline pressures
* Coordinates complex travel arrangements and prepares expenses for the CEO
* Manages the CEO contacts
* Supports the day-to-day activities of the Chief of Staff
* Manages the Chief of Staff calendar & CEO Office calendar (Board sessions, events, trips)
* Prepares, gathers, and relays confidential information and material on a daily basis. Ensures security and confidentiality of data
* Working closely with the Office Manage plan meetings, lunches, events and off-sites for the Executive Team and Board including budget management, site selection, technology requirements and catering
* Coordinate/arrange complex travel arrangements for the CEO Office staff and Board
* Prepare draft of minutes at the Executive Team meetings
* Develop, edit, and finalize documents and presentation materials; often on short notice
* Prepare expense reports for the CEO Office staff and Board
* Process invoices and tracks all expenses against the approved budgets – CEO Office & Board
* Proactively creates and maintains effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously
* Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources based on priorities, procedures, protocols, and personnel
* Supports OTPP Board the Board Secretariat Team with administrative duties such as calendar, catering and expense management as required
* Serves as a back up to the Office Manager and Board Coordinator and performs other duties as required
* Knowledge and understanding of the business units and departments, especially the ones that work/interact with the CEO
* Establish relationships within Teachers’, OTPP Board and external contacts to ensure the continued success of the organization and consistency in process
* Meet and greet guests at Reception and escort to appropriate meeting room
* Supports the day-to-day activities of the CEO, Chief of Staff and Manager, Office of the CEO
* Manage multiple tasks in a fast-moving environment
* Establish priorities quickly and juggle competing priorities on an ongoing basis
* Maintain the utmost discretion and confidentiality
* In consultation with the Manager, ability to make decisions using sound business judgment
* Must be able to communicate complex things matters in a concise and simplified way
* Must have excellent coordination and planning skills
* Must be highly detailed oriented at all times
* Able to turn around urgent requests quickly
* Must have a high degree of flexibility; must be able to cope well under pressure; be able to multi task
* Find the right balance of calendar support for the CEO as guided by the Manager
* Ability to represent the CEO’s office and Teachers’ to a high degree of professionalism, diplomacy, and tact at all times. Impeccable ethical standards
* Demonstrated experience on MS Office skills:
Word, Excel, Power Point
* Familiarity with Diligent Board Books (desired)
* Business sense and results oriented - has a strong business sense and can decipher priorities and make sound judgment calls when needed
* Commitment to excellence - perform duties at the highest level possible on a consistent basis
* Excellent communicator - able to interact with people of all levels in a confident, professional manner
* Excellent written, oral, and proofreading skills. Meticulous attention to detail
* Strong organizational skills and proven experience in time management and calendar management for Senior Executives
* Good understanding of budgets
* Ability to maintain confidentiality at all times on a wide range of issues.
* Ability to recognize and react to confidential situations and the use of judgement in these…