Executive Assistant

Job Description Summary

X

Job Description

Please note: The work location for this role is a hybrid model. It is required to work in the office 2-3 days per week on average.

Role Summary/Purpose:

• Proactively provide a range of administrative support for the Country Executive, and members of the extended Country Executive team as needed.
• Independently execute all assigned responsibilities and effectively balance the needs of multiple individuals.
• Anticipate, identify, analyze, and solve issues/conflicts independently and discretely.
• Thrives in a fast-paced work environment, able to adapt to changing priorities while maintaining workflow balance and commitments.
• Work collaboratively with other EA members - effectively and efficiently as 'ONE Team' across all business units.

Want more jobs like this?

Get jobs in Markham, Canada delivered to your inbox every week.

Get Jobs

Send me The Muse newsletters for the best in career advice and job search tips.

By signing up, you agree to our Terms of Service & Privacy Policy.

• Proactively supports the assigned Country Executive and members of the Country Executive team as needed.
• Proactively reviews calendars to identify conflicts, assess efficiency and suggest adjustments.
• Independently executing responsibilities while successfully prioritizing and balancing the needs and workflow of multiple individuals.
• Manages a range of general administrative services including documentation management, including but not limited to proof-reading (as appropriate), applying signatures, document distribution and storage for prompt access/retrieval.
• Research travel requirements, confirms travel itineraries and uploads essential details into schedules for easy access and confirmation.
• Promptly reconciles both T&L and PCard expenses.
• Coordinates and collaborates effectively with internal and external stakeholders to confirm and schedule all business engagements, as well as on-site and off-site conference arrangements across varying geographic locations and time zones. Ensuring all logistical details with attention to detail.
• Manages all data and matters confidentially, discreetly and with professionalism always, making interactions a positive experience.
• Supports Procurement Management on behalf of assigned leader and Country team members (One-Team Canada approach) including - vendor set-up, issuing PO's and payment processing for vendors.
• Coordinates & files monthly Lobbying activities report for various GEV legal entities. Tracking potential lobbying activity throughout each month.
• Supports Employee Resource Group (ERG) activities throughout the year. Assisting with vendor purchases, meeting announcements, employee engagement, catering, etc. as necessary.
• Assist w Country communications - presentations prep, and email wrap-up through to translation and distribution.
• Support Country distribution list administration - ensuring members are uploaded to appropriate lists as required.
• Special projects as required.

• Bachelor's degree or High School diploma with five years' work experience supporting the senior level in large corporate environments.
• Minimum five years' experience supporting the C-suite role.
• Ability to successfully identify, analyze, organize, and execute details in a fast-paced, ever-changing, environment.
• Ability to successfully manage competing priorities.
• Highly results driven with exceptional follow through and ownership.

• Bilingual in French and English
• Outstanding interpersonal and EI skills.
• Thrives in fast paced environment, ability to adapt to changing priorities with ease.
• An independent worker - who collaboratives well with others