Executive Assistant - Toronto, Canada - TripArc

TripArc

Verified Company

Toronto, Canada

1 day ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Founded in 2017, TripArc is a $750 million privately held company powers the top Travel Agencies and Tour Operators in North America.

Our expansive and growing network empowers seamless access to a comprehensive range of travel options and services globally with over $750 million transactions annually - all at the industry's best rates.

As an industry leader in technology, purchasing, finance, HR and marketing, we know how to deliver solutions to travel professionals in the most effective way possible.

With deep experience in partnering with two leading brands in the luxury travel space - Kensington Tours and Travel Edge - TripArc has real insight into the needs of tour operators and travel agencies today.

TripArc's goals are simple. To make our network of over 1400 travel entities more profitable, efficient and help them create truly unique travel for their clients.

Are you a bright, eager and organized individual, with administrative experience? Are you looking for an opportunity to support a dynamic and growing organization?

Key responsibilities include travel planning plus yacht/jet scheduling, 3-4 company international events with attendees.

Successful applicant will have positive outgoing personality, problem solving, multi-tasking, and unflappable calm. Genuine helper and eager to pitch in. Positive and informal working environment. Interaction with group company presidents and senior executives. Supportive and diverse team.

Key Accountabilities

Provide direct administrative and office management support to the President and other senior executives.
Project management adhoc special assignment as well as recurring events.
Maintain work schedules and calendars of executive.
Weekly Management Meeting; Coordinate attendance at weekly meetings, arrange catering.
Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff.
Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
Prepare draft reports, background documentation, and research.
Coordinate office activities.
Troubleshoot and/or escalate office administration issues.
Receive incoming mail.
Review, evaluate, and distribute priority correspondence for executive team.
Facilitate communication from department managers, business unit leaders, and project managers.
Complete expense reports, pay invoices, and other related duties.
Prepare and review presentations.
Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
Assist with monthly Town Hall; Oversee delivery of monthly 'town hall' meetings to all employees across all 5 companies, including assisting with agendas and presentation materials when appropriate, catered lunch at HQ, video feed to other offices.
Rewards planning (company team on jet, yacht, special trips).
Other duties shall be assigned as required.

Qualifications

Minimum 8 years of experience working as an Executive Assistant for a Clevel executive.
Minimum 2 years of experience in Project Management.
Experience with philanthropic initiatives.
Must be able to work in office fulltime.
Must be highly organized and able to prioritize tasks in a fastpaced environment.
Exceptional attention to detail.
MUST have advanced proficiency in Microsoft Office Suite, specifically Outlook, Excel and PowerPoint.
Ability to create professional, clean and succinct presentations.
Must possess the ability to learn quickly, think on their feet and participate in problem solving.
Must be reliable and a teamplayer willing to take on additional responsibilities as needed.
Demonstrated Project Management experience an asset.
Excellent verbal and written communication skills; ability to listen, simplify, and disseminate information across audiences.
Ability to interact, communicate and when necessary persuade, in a polished and professional manner with senior executive management, internal and external stakeholders.
Savvy with several social media platforms.
Ability to anticipate needs and work independently with mínimal supervision.
Strong initiative, work ethic and a positive attitude.
Resourceful and flexible.
Ability to be discreet and maintain confidentiality.
Exhibits professionalism and composure in stressful situations and in meeting short deadlines.
Ability to build relationships, inspire and educate.