Executive Assistant - Toronto, Canada - Fractal Analytics

Description

It's fun to work in a company where people truly BELIEVE in what they are doing

• We're committed to bringing passion and customer focus to the business._

Executive Administrative Assistant


Position Expectation:
Supporting Chief Practice Officers.

The EA will be the primary point of contact for internal and external stakeholders, acts as a liaison to the senior management teams.

The EAs role is very fast paced, with an entrepreneurial approach to the daily management of the business. The EA must be creative and enjoy working in an ambiguous work environment.

S/He must be able to multi-task and handle a multitude of short and long-term projects; use a result driven and action-oriented approach to complete the tasks with competing and conflicting levels of priority.

Job Responsibilities:
A broad variety of administrative tasks for the executive member include:

• Manage an active calendar of appointments across multiple geographical time zones.
• Act as a "gatekeeper", creating win-win situation for direct access to Executive time and offices.
• Liaison and maintain communication among senior management, board members, middle management and other business associates.
• Diligent and thorough about follow ups.
• Efficiently handle and manage all administrative matters.
• Ensure security, integrity and confidentiality of data.
• Manage and process invoices and expenses.
• Arrange complex and detailed travel plans.
• Handle personal matters (ie: doctor appointments, visa and passport processing, family travel arrangements, etc.)
• Participate actively in the planning and execution of company events and arrange delivery of gifts/welcome kits to clients and team members.
• Coordinate office schedules, appointments and bookings
• Prioritize important office tasks, and making sure they get done.
• Setting up meeting rooms
• Issue security passes and general support to visitors
• Oversee adherence to office policies and procedures.
• Monitor and maintain office supplies of stationery and equipment.
• Maintain a safe and secure working environment.
• Answering phone calls, receive, re-distribute mail and deliveries.
• Co-ordinate the activities of the reception, cleaning, and utilities

Desired skills:

• Very strong interpersonal skills, high level of emotional maturity and the ability to build relationships with all staff, senior stakeholders and clients.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated proactive approaches to problemsolving with strong decisionmaking capability.
• Highly resourceful teamplayer, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Be comfortable with ambiguity.
• Incumbent should be able to manage time effectively, multitask and follow through to achieve required objectives.
• Able to independently liaise with global subsidiary companies/business partners.
• Ability to think strategically, recognizing impact of decisions on the operation and company and pay attention to detail.
• Good team worker who is willing and able to assist other team members when required.
• Have a professional, proactive and helpful manner.
• Ability to work well in a quiet as well as busy office environment.
• Create and maintain good working relationships at all levels.
• Perform research to gain deep understanding of different requirements and details of each event.

Qualification & Experience:

• Worked as an EA to executives for at least 3 years.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook & Teams)
• Bachelors or Associate degree
• Fractal provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws._

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us

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