Executive Assistant to CEO's Office - Toronto, Canada - CreateTO

CreateTO
CreateTO
Verified Company
Toronto, Canada

3 weeks ago

Sophia Lee

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Sophia Lee

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Description

Executive Assistant, CEO's Office

Responsibilities

  • Manage the CEO's dynamic calendar, including meetings with Board members, Mayor's Office, City Council members, community and business leaders, and staff
  • Prepare briefing material for meetings and speaking engagements including creation of agendas, compilation of reference material and concise background information.
  • Brief CEO daily/weekly on priorities for the day/week, thinking through the implications of events and activities in the executive's calendars
  • Set up meetings of all sizes. Determine technology to best accomplish meeting and ensure technology is working at time of meeting. Prepare agendas, slides and research as required, arranging catering, booking rooms, liaising with all attendees, sending out prework and materials after the meeting, etc
  • Attend meetings with CEO, when appropriate, to take minutes/notes and handle all follow up requirements
  • Coordinate all travel arrangements, as well as preparation and submission of travel and expense reports for reimbursement
  • Handle confidential and nonroutine information with appropriate discretion at all times.
  • Facilitate communication between CEO, Board members, Senior City Staff, Counsellors and staff, when required
  • Oversee other admin staff in a matrix capacity, providing them with coaching, support and coordination.

Qualifications

  • 6+ years of experience in business, administration or related field working directly for C-Level executives
  • High degree of professionalism and discretion, maintaining confidentiality
  • Ability to work independently under mínimal supervision, prioritizing and multitasking as needed
  • Proven time management and organizational skills and an exceptional attention to detail in a fastpaced environment
  • Sound judgment and integrity
  • Demonstrated customer service mentality, assuming ownership over solutions while maintaining flexibility and adaptability
  • Excellent writing, editing and grammatical skills
  • Exceptional interpersonal skills and the ability to build relationships
  • Experience with calendar management, travel planning, and expense reports
  • A "can do" attitude and the willingness to perform a wide variety of tasks required to meet the daily demands of the business
This role requires a minimum of four days a week on site at our 61 Front Street West office.


Experience:

- business, administration, or related work: 6 years (required)


Work Location:
In person
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