Executive Assistant

Executive Assistant page is loaded## Executive Assistant locations:
Toronto, Ontario time type:
Full time posted on:
Posted Yesterday job requisition :
JRYou are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self.

You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.
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* Job Description:

** The incumbent will be responsible for providing efficient and high-quality administrative support to senior leaders within the Client Experience Office’s (CXO) Digital and Client Experience organization, including the Vice President and Assistant Vice Presidents.
The successful candidate will be a self-confident, pro-active, digital savvy, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.  The role is fast paced with multiple demands, coordination of multiple stakeholders and priorities, and requires a demonstrated regard for confidentiality and a high level of judgment.
* Manage multiple calendars for senior leaders
* Field calls and emails, determine nature of business, identify priorities and respond appropriately
* Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
* Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules
* Manage the budget and expenses for the senior leaders’ cost centres including expense reimbursement, payment of invoices, and budget reporting
* Act as liaison with leaders, employees and external vendors representing the senior leaders
* Compose some correspondence on behalf of the senior leaders
* Coordinate travel arrangements and accompanying material
* Manage team locations, book offices & meeting rooms (on site and off site) and arrange visitor notices
* Purchase coordinator for the team; setting up purchase orders and processing invoices
* Submit travel expenses on Expense Management System (Concur) on behalf of the leadership team
* Provide coverage for other EA's during vacation time/absence

Internal Event Support:
* Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
* Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists
* Lead or assist with planning meetings;
Support or lead event planning for the team as appropriate
* Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing
* Meeting scheduling and calendar invitations including capturing minutes and tracking action items
* Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs
* Assist with development of project specific presentations, excel spreadsheets and word documentation to support various projects
* Maintenance of the teams’ events calendar and meetings folder, as applicable
* Pay all invoices, track and monitor expenditures and report on any variances may be required
* Executive administrative assistant experience is preferred
* Excellent time management and organizational skills with ability to manage conflicting priorities is required
* Ability to anticipate and respond to needs in a fast-paced environment
* Sound judgment with decision-making, negotiation and excellent communication skills
* Ability to work independently with minimal direction and frequent interruptions
* Comfortable in a fast-paced environment and solid comfort with digital technology
* Requires the ability to handle highly sensitive and confidential information
* Experience using multiple technology platforms including Microsoft Office…