Executive Assistant

Our client is seeking an Executive Assistant to join the Toronto team reporting to the Chief Capital Officer. This position will provide confidential executive-level administrative support to the Chief Capital Officer as well as ad hoc support to the Capital Team. In this role you will be collaborative and professional; and serve as the primary point of contact and liaison with other executives and the administrative team.

This role will appeal to you if you possess a true sense of ownership, take great pride in the quality of work you do and demonstrate integrity, humility and respect in every interaction. You are a solutions-oriented team player; with an entrepreneur spirit who enjoys working cross-functionally or independently in a fast-paced, transparent environment.

• Comprehensive calendar management for the Chief Capital Officer, organize, facilitate, and proactively plan high volume of meeting requests, manage emails/correspondence; prioritize tasks when necessary and follow up on action items that may vary in complexity with internal and external stakeholders.
• Review and revise minutes according to specified formats.
• Interact confidentially with external stakeholders, and internal departments.
• Coordinate travel/business trips; prepare expense reports and reimbursement requests for the Chief Capital Office and the Capital team.
• Liaise with external vendors to manage website updates and other marketing needs.
• Update and maintain various trackers, databases and process incoming invoices.
• Work in collaboration with the administrative team in improving the administrative function and the development of internal procedures and processes.
• Plan, organize and execute events and meetings as required.
• Demonstrate the ability to maintain confidentiality, exercise sound judgment and sensitivity when liaising internal and external stakeholders.
• Manage efficiently in a multi-tasked environment and ensure deadlines are met
• Effective teammate and flexible in adjusting to changing work priorities
• Participate fully as a member of the team and contribute to a positive work environment
• Participate in special projects and ad hoc requests.

• At least 7-10 years’ experience supporting C-Level Executives
• High level of proficiency of computer software programs like Microsoft Excel, Word, PowerPoint, Outlook, and video conference systems
• Strong ability to accurately maintain electronic calendars (Outlook), reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Must be comfortable working in a fast-paced dynamic environment with demonstrated ability to multi-task, prioritize and juggle multiple competing tasks and demands under tight deadlines
• Team player with positive attitude and exceptional interpersonal skills
• Analytic and strategic thinker with the ability to assess complex situations and make effective recommendations.
• Dedicated, well-organized and resourceful individual with a high level of attention to detail
• Proactive self-starter who can handle pressure effectively and is comfortable working with senior management teams

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.