Senior Executive Assistant, Office 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…