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    Executive Assistant - Toronto, Canada - Element Fleet Management

    Element Fleet Management
    Element Fleet Management Toronto, Canada

    3 weeks ago

    Default job background
    Full time
    Description

    Get started on an exciting career at Element

    Element employees make a difference in the lives of others every day. We are re-defining the fleet management industry to be people first, then business – delivering on our promise of a superior client experience. This takes hard work and innovation, and we need more like-minded people on our team.

    What We Need

    We are looking for a proven and experienced Executive Assistant (EA) with a passion for supporting a c-suite executive. This EA will serve as a strategic and tactical partner supporting an Executive Vice President (EVP) within our legal department as well as our EVP/Chief People Officer.

    Are You:

    • Excited about working closely with a senior executive and supporting their needs allowing them to focus on strategic aspects of the business?
    • Extremely detail-oriented with a reputation for being organized and managing multiple priorities?

    As an Executive Assistant, you will partner with and enable these two EVPs to maximize their effectiveness via proactive planning and management of their time and their subsequent impact on strategic priorities and key constituencies. Ensuring the offices of the EVPs run smoothly with deep attention to calendar, travel, meeting management and EVP deliverables will be a major focus.

    A Day in the Life

    • Acts as an 'accelerator' for urgent matters while filtering and prioritizing others of lesser urgency, providing a bridge for smooth communication between the EVPs and their teams, demonstrating ownership to maintain credibility, trust, and support.
    • Provides sophisticated, pro-active calendar management for EVPs. Prioritizes inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure best use of EVPs' time. Plans calendar commitments with a minimum 90-day horizon utilizing the Corporate Calendar as the baseline.
    • Completes a broad variety of administrative tasks that facilitate the EVPs' ability to effectively lead, including assisting with special projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; making travel arrangements; and completing expense reports.
    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
    • Works from assigned office location 3-5 days a week, and when EVP is in office, to ensure adequate in-office coverage and support, and collaboration across EA peers.
    • Represents the of offices of EVPs – in-person, over email, Teams etc.
    • Works in tight alignment and partnership with the Director, People, Performance and Culture (PPC) to maximize the effectiveness of the offices of the EVPs.
    • Provides support to EVPs' direct reports (VPs and Directors) as appropriate based on priorities and capacity including calendar management, travel arrangements, and expense reporting.
    • Plans and coordinates work across the team and organization as needed; plays a key role in the coordination of efforts both within and outside the department.
    • Schedules departmental meetings; assists in the preparation and distribution of meeting agendas and materials.
    • Participates as a member of broader Executive Assistant cohort and collaborates with Executive Assistants across Executive Leadership Team and Administrative Assistants across the broader organization for scheduling and event coordination to ensure appropriate leadership coverage, and proactively resolves calendar conflicts.
    • Provides backup support and event management to Executive Assistant cohort as required to cover vacation, special events, or leaves of absence.

    Requirements

    • Bachelor's Degree preferred. High school diploma or equivalent required.
    • 10+ years' experience in a demanding administrative position for high-performing teams, supporting multiple individuals and involving considerable executive exposure; prior experience supporting a C-suite executive preferred.
    • Strong written, verbal, and interpersonal communication skills, with the ability to exercise diplomacy and influence in challenging situations.
    • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
    • Robust interpersonal skills with evidence of teamwork and collaboration.
    • Emotional maturity, remaining composed under-pressure, acting quickly but calmly and thoughtfully.
    • Proven ability to handle confidential information with great discretion.
    • Deep experience with Microsoft platform (Excel, Outlook, PowerPoint, SharePoint, Word, etc.), expense reporting/HRIS software, and on-line tools.

    What's in it for You

    • A culture of innovation, empowerment, decision-making, and accountability

    • Comprehensive health and welfare benefits that serve the needs of you and your family and foster a culture of wellness

    • Additional benefits and amenities, including paid time-off programs (vacation, sick leave, and holidays)

    Applicants will be required to undergo a background check only if and after a conditional offer of employment has been extended.

    Element Fleet Management and its wholly owned subsidiaries are an equal opportunity employer committed to diversity, equity, inclusion, and belonging. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, gender identity, age, sex, sexual orientation, disability, national origin, Aboriginal/Native American status, protected veterans' status or any other legally-protected factors. Disability-related accommodations during the application and interview process are available upon request. Should you require an accommodation with our hiring process please send an email to or call

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