Pesce & Associates Human Resources Consultants Looking for Executive Assistant at Toronto, Ontario, Canada Full Time

Why Work With Us

• Comprehensive benefits package including RRSP matching
• Competitive vacation allowance with yearly increases to the allowance
• Mileage reimbursements
• Computer and cell phone provided by the organization
• Flexible work hours when needed

The Executive Assistant will provide support and coordinate the activities of the Executive Director, ensuring the priorities of the Executive Director are effectively executed. Responsibilities include staying abreast of the status of tasks and projects on behalf of the Executive Director and facilitating communication with the rest of the leadership team, including the Board of Directors and related logistics and compliance, in addition to managing multiple projects on their own.

What You Will Be Responsible For

• Provide administrative support to the Executive Director
• Track and submit expenses for the Executive Director
• Perform new employee onboarding activities including but not limited to:
• Ensure office resources and application access is requested and set up in a timely manner
• Facilitate required employee training
• Ongoing administration of employee benefits plan
• Ensure employee has appropriate equipment and materials and support with technology needs as required
• Identify opportunities for process improvement and workflow enhancements;
• Assist Executive Director with implementation of imperative activities as needed;
• Book speaking engagements and arrange details including travel if needed;
• Manage email correspondence when required;
• Organize office operations and procedures;
• Overall office management – leasing issues, open times, communications to staff regarding closures, parking, permits, etc.;
• Manage the main office phone line and inbox, responding or re-directing calls promptly;
• Manage emails, phone calls, paperwork, receipts, filing;
• Work with vendors, venues, and volunteers to help execute supporter events in conjunction with the Director of Development;
• Organize inventory and manage distribution of all branded items;
• Manage program and event calendars and ensure it is up to date including the ED calendar, birthday and anniversary calendar, vacation and leaves calendar;
• Organize birthday/anniversary cards for staff;
• Organize and maintain Sharepoint site;
• Point of contact for finance in collecting receipts, etc;
• Provide reports to government agencies, and other organizations, as required
• Regularly assist identifying critical issues that require the attention of the Executive Director, assisting the Executive Director in ensuring daily operational priorities are met, including not limited to:
• Research, prioritize, and action incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature
• Recommend a course of action, referral, or response
• Assist in the flow and exchange of information between the Executive Director and the leadership team
• Support administrative activities related to program operations

What We’re Looking For

• Post-Secondary education in a related discipline, or equivalent combination of education and experience
• 3+ years of experience supporting a director or multiple managers in a high volume, professional office environment
• Flexible, managing multiple demands, quick thinking.
• Proactive, follows up and manages the ED’s time and resources.
• Takes initiative on all related duties and tasks.
• Discretion is required with access to large confidential information.
• Some experience with legal issues such as contracts or regulatory requirements is an asset.
• Advanced proficiency in Microsoft Office applications (Word, Excel, Power Point, Outlook, OneNote) and Internet use for research
• Strong organization, planning and project management skills
• Excellent written communication skills
• Strong team player and ability to embrace change
• Effective communication, facilitation and interpersonal skills
• Access to a vehicle and a valid ON Driver’s License with appropriate insurance required

Salary Range: $60,000-$70,000 per year

This position will require regular in-office work.

We thank all applicants for their interest in this position; however, only those applicants will be selected for an interview will be contacted. No phone calls or in person submissions please.