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What makes this role important at Ipsos? The Executive Administrative Assistant’s primary support is to the CEO of Ipsos Canada as well as to the senior executive for certain strategic tasks. Strong candidates will have a proven track record of success supporting executives in a fast-paced corporate environment. Candidates will need to maintain the utmost confidentiality, providing business operational support with a sense of urgency and delivering on complex details with accuracy in a timely manner. What you can expect to be doing:
- Tasks and responsibilities are at the direction of the CEO.
- Provide administrative assistant support to the CEO for Ipsos Canada and various members of our executive team, including internal and external parties, with a high level of professionalism and in a manner that positively reflects on the Ipsos Canada organization.
- Manage, organize, and sustain complex contact records, calendar(s), and events (e.g., offsite meetings, group private dining events, team building, executive leadership team meetings, in-office client events etc.).
- Prepare agendas, reports, special projects, presentations and other documents in Word, Excel, PowerPoint in support of the CEO for Ipsos Canada.
- Draft and prepare correspondence for internal announcements, client meetings, leadership team meetings, and/or organizations at the direction of the CEO.
- Arrange travel (domestic & international), accommodations and travel itineraries for the CEO and some executives with adherence to company T&E policies. Travel arrangements may include flights, hotels, ground transportation, passport renewal, global entry, Visa applications/international entry documentation, etc.
- Prepare and submit expense reports on a timely basis. Reconcile to ensure reimbursements are appropriately completed.
- Aid in preparation of quarterly and annual budget reviews, along with other financial presentations.
- Maintain strong vendor relationships, work closely with other executive assistants to support one another and communicate business needs in a professional and friendly manner.
- Interface with internal stakeholders as well as external clients and contacts regarding meetings and administrative initiatives.
- Be responsive to emails/texts/phone calls as the business requires.
- Conserve the executives’ time by reading, researching, collecting, and analyzing information as needed, in advance.
- Work closely with IT to resolve technology and security issues relating to the CEO’s business activities.
- Maintain documents and records in appropriate, retrievable files.
- Provide back-up administrative support to other executives and work closely to assist EAs as needed; aid EAs in managing calendars when meetings overlap with other senior executives.
- Ad hoc duties as required. This might be the job for you if you have:
- Completed Bachelor’s Degree level of education.
- 3-5 years executive administrative management experience.
- Working in the office up to five (5) days a week in the downtown Toronto Area.
- Manage sensitive matters with a high level of confidentiality and discretion knowing decisions will directly impact the Canadian, North American and global operations of the company.
- Solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details.
- Expertise in Microsoft Office applications, specifically Outlook, MS Teams, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate required).
- Excellent verbal and written communication, as well as time management skills; proven ability to prioritize, communicate, meet and drive deadlines.
- Extensive background with scheduling, meeting arrangements, and domestic/international travel accommodations.
- A creative problem solver with a ‘hands-on’ approach to providing solutions.
- Proactively sources information; resourceful.
- Willingness to learn and grow.
- Ability to exercise tact and discretion in a professional international environment. If you don’t meet 100% of the requirements, we encourage all who feel they might be a fit for the opportunity to apply. We may consider a variety of backgrounds for a particular role and are also committed to considering candidates for available positions throughout our organization, not just the one you’re applying to! What’s in it for you: At Ipsos you’ll experience opportunities for Career Development, an exceptional benefits package (including generous PTO, healthcare plans, wellness benefits), a flexible workplace policy, and a strong collaborative culture. To find out more about all the great reasons to work at Ipsos, how we’re making an impact around the world, and more about our benefits and employee programs, please visit: Why Work at Ipsos | CA Commitment to Diversity Ipsos recognizes the necessity of building an inclusive culture that values each employee’s individuality and diverse perspectives. For more than 40 years, our mission has been to generate and analyze data about society, markets, brands, and behaviors to provide our clients with the insights that elevate their understanding of the world. This could not be fulfilled without Ipsos’ diverse employees who compile and analyze this data—they are the essence of who we are and what we do. We are committed to providing equal opportunity to all employees, creating an environment that promotes inclusion, and enabling employees from all walks of life to flourish. Ipsos encourages our employees to act in a respectful and responsible manner, in line with code of best practices concerning diversity and inclusion, human rights, equality, and civility for every individual. Ipsos is An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or any other protected class and will not be discriminated against on the basis of disability.
