Executive Assistant

About Our Client: Our client is a not-for-profit that is committed to protecting the environment through recycling programs.

Position Scope:

As Executive Assistant to the President, you will primarily provide day-to-day administrative support ranging from proactively planning and maintaining daily calendars, assisting with special projects, producing documents, organizing meetings, and making travel arrangements with a high degree of professionalism and initiative. The successful candidate will need to be highly organized with great communication skills and will ensure sensitivity to all confidential information. The position requires anticipating needs, critical thinking, and offering solutions to problems with professionalism and discretion. This is an integral role in the organization, ensuring the President remains organized, while also supporting and collaborating with the senior leadership team on various initiatives.

Schedule: Monday-Friday, on site.

Responsibilities:

• Provide high-level administrative support to the President, including calendar management, travel arrangements, schedules, and meeting coordination.
• Reconciles and submits monthly expenses for the President.
• Manage meeting calendars for teams by booking the functional weekly/monthly/yearly meetings and building agendas. Anticipate room booking requirements ahead of time and use strong network connections to resolve logistics challenges/conflicts.
• Completion of expense reports and travel bookings.
• chedules and coordinates meetings, both internally and externally, including the meeting logistics, hotel requirements, preparation of meeting materials, minutes, and relevant notes.
• Develops knowledge of external stakeholders in order to enhance service and high-quality deliverables
• Organizes all details for executive travel and client visits, including flights and accommodation.
• Lead and assist with projects as required.

Required Skills and Knowledge:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Travel logistics, scheduling, presentation skills, meeting management, and administrative writing skills are required.
• Strong communication skills, both oral and written
• High degree of client focus, with a strong service-oriented attitude
• Excellent customer service and proven team player with strong written and oral communication skills
• Strong interpersonal skills, as well as professional demeanor and appearance. Ability to quickly develop strong working relationships with executives within the business.
• Able to deal with sensitive business information confidentially and professionally.

Education and Experience:

• A minimum of five (5) years’ experience in a senior administrative role supporting the executive level.
• Post-secondary degree (University) required.
• Project management skills are an asset.
• Advanced proficiency in Microsoft Office suite of products (Word, Excel, Outlook, PowerPoint)
• Ability to travel between provinces and in Ontario – 5%

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.