Executive Assistant and Office Manager

Full Time
  • Full Time
  • Toronto

Luann Bagg Staffing Inc.

Executive Assistant to Co-CEOs and Office Manager

Salary up to 100,000, great bonus, benefits start immediately, 3 weeks of vacation plus an extra week during the holiday season. The company has summer hours as a perk!

This role requires the person to be onsite and in the office 5 days a week. The office is on the subway line and in the Yonge and Davisville area. If you need flexible hours that is an option!

The Opportunity: Our client is a boutique entrepreneurial organization that is growing! They are seeking an Executive Assistant to be a long-term business partner to two CEOs! The successful candidate will report directly to the CEOs and help with business and personal tasks. These Executives know the value of an Executive Assistant and they want someone with initiative, strong attention to detail and the ability to work on a variety of projects. In this role, you will manage complex and ever-changing calendars, organize events, create and prepare documentation, correspondence and presentations. They would like the Executive Assistant to help manage the office so that it runs in an efficient way. This is an exciting role for an experienced and highly capable Executive Assistant who thrives in a busy and collaborative environment!

Responsibilities Include but are not limited to:

  • Direct and respond to correspondence and inquiries on behalf of the Co-CEOs
  • Maintain and coordinate two calendars, including scheduling meetings and, preparation of meeting materials, while maintaining a high level of confidentiality and diplomacy for the Co-CEOs
  • Ensures documents are executed in a timely fashion and that meeting materials, documents, correspondence etc. are returned to the appropriate people, both internally and externally
  • Book and manage travel arrangements for the Co-CEOs
  • Assist with organizing events (socials, dinners, retreats, weekly lunches etc.) to help create a fun and engaged corporate environment
  • Maintenance of corporate accounts and vendor relationships to ensure the office runs smoothly
  • Liaise with corporate vendors when issues arise that effect the office productivity
  • Organize and maintain electronic and paper files
  • Track and process invoices, expense reports and benefit claims as they relate to the Co-CEOs
  • Personal duties could include banking, bill payments, arranging personal appointments, and ad hoc personal requests
  • Assist with onboarding of new hires as well as help coordinate offboarding
  • Respond to ad hoc miscellaneous requests that help the office run in a productive and efficient manner


Qualifications:

  • 7+ years of administrative experience supporting a C-level executive in a boutique, entrepreneurial environment
  • Excellent communication skills, both written and verbal
  • Responsiveness and takes initiative. Able to anticipate needs and respond to requests while meeting deadlines
  • Experience with handling confidential documents and maintaining a level of confidentiality and professionalism that comes with working in a corporate environment
  • A proven ability to build relationships within all levels of an organization as well as with external
  • Exceptional time management and strong organizational skills are essential as is the ability to work with deadlines and prioritize multiple requests/tasks
  • A can-do attitude combined with the ability to work with minimal supervision
  • Experience in planning travel (local and national) as well as providing a detailed itinerary
  • Proficient with MS Word, Excel, PowerPoint, Zoom, Microsoft Teams and possesses the ability to learn new software

Source

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