Executive Assistant

  • Location
    Toronto, Ontario
  • Job type
    Temporary/Contract-to-hire
  • Category
    Professional & executive - Executive

Adecco is currently hiring for a permanent, full-time Executive Assistant in Toronto, ON to work for our client, Ontario’s largest clean energy generator. In this role, you will be responsible for coordinating and supervising the administrative services for the efficient operation of the President's Office. Develop your career with our client, who values growth for its employees and has a friendly working environment.

  • Salary: $58,000 - $72,000 (by exception up to $80K) + 8% performance bonus
  • Location: Toronto, ON
  • Shifts: 35 hours per week | 8AM - 4PM | Flexible with work hours | Hybrid model
  • Job type: Permanent | Full time
  • Here’s why you should apply:

  • Exceptional range of opportunities province-wide
  • Electricity is vital to the province
  • 3 weeks paid vacation
  • DB Pension Plan
  • Medical/Dental Benefits
  • Responsibilities:

  • Provide administrative input for budget preparation relative to the Presidents' sundry and travel expenses
  • Review, to ensure conformity with established policies and procedures, expense reports submitted by senior level staff for President's approval
  • Prepare and process the President's expense accounts, including exchange conversions and calculations
  • Sign expense accounts, as necessary, for sundry office expenditures in accordance with approved signing authority limits
  • Act as official records custodian of President's confidential files and work with Executive Records Centre when files are archived
  • Arrange meetings with senior management, Board of Directors, Premier's Office, Ministers or senior officials of outside companies, as requested by the President
  • Coordinate and be responsible for out of province and overseas travel arrangements following appropriate travel policies, including obtaining appropriate approvals
  • Receive and review tickets for travel arrangements to ensure dates and flight schedules are correct
  • Coordinate and control the President's hectic appointment schedule and travel arrangements
  • Review requests for meetings, speaking engagements, media interviews, conferences, etc., recognizing sensitivity and confidentiality of the office in relation to primary contacts, importance of attention, and availability
  • Coordinate and manage the overall operation of the Office of the President
  • Be responsible for the provision of administrative and secretarial services relative to day to day operations communications, records and file management
  • Take dictation and minutes of meetings, perform typing as requested
  • Compose routine correspondence for signature of supervisor
  • As required, prepare and sign routine correspondence
  • Manage mail, update appointment calendars, telephone list, input or retrieve correspondence data, etc., tracing internal and external correspondence and action items for the President.
  • Coordinate submission of memos to the Board of Directors with secretaries of vice presidents
  • Ensure that deadlines for submissions are met.
  • Coordinate, collect and compile briefing material for speeches, meetings, conferences by appropriate deadlines ensuring that the President's needs are met
  • Ensure that appointment calendar is kept up to date. Respond to changes as required, inform all parties concerned of schedule adjustments.
  • Keep up to date on current topics or events having an impact on the Corporation's image or operation and considered of significant profile for the Office of the President
  • Work with appropriate line management staff and the Director of Executive Office to secure background information relating to media, government or public related issues to provide the President with a thorough understanding of the subject
  • Prepare and process confidential material for the President related to overall corporate business plans, organization changes, executive appointments, labour relations and bargaining strategy, etc.
  • Prepare, compile and assemble materials or information required by the President for upcoming meetings, discussions or other functions
  • Secure materials or information by contacting appropriate sources such as the Premier's Office, Ministry offices, Ontario Power Generation staff or outside corporations and companies to provide the President with appropriate subject matter and understanding of agenda items
  • Follow-up with appropriate senior vice presidents, vice presidents and others as necessary, to ensure timely delivery of resource information and reports
  • Ensure that other senior officials attending same meetings or functions are aware of topics and issues to be discussed.
  • Review all incoming mail, telephone calls and talk to direct contacts
  • Determine the problem and priority/urgency for response. Delegate on behalf of President direct enquiries or communications to the appropriate personnel within the Corporation based on the issue or problems identified above.
  • Other Duties as Required
  • Qualifications: 

  • Minimum 5 years of experience supporting a VP level manager or higher
  • Must have Experience writing memo/board, must be a good writer
  • Fantastic and excellent communication across high level 
  • Excellent Organization  and communication  (verbal & writting) skills
  • Advanced Software proficiency - including Word (tested), Excel (tested), PowerPoint (tested);
  • Advanced proficiency in Microsoft Outlook and Office 365 suite of applications including One Drive, One Note, Teams, Yammer, etc.
  • 40 accurate words per minute keyboarding skills (tested)
  • Change resilient in an agile work environment
  • Interest in innovation and commitment to stay up to date with the latest technology
  • Excellent oral and written communication skills and knowledge of general office procedures and practices
  • Demonstrated ability to handle confidential material and information with discretion, work independently and adapt to changing office environments
  • Excellent proofreading skills and
  • Demonstrated ability to exercise appropriate judgment and initiative
  • Must be legally eligible to work in Canada
  • Don’t miss out on this Executive Assistant job in Toronto, ON. Apply now and you will hear back from an Adecco Recruiter soon.

     




    • Apply with Adecco

    Reference number CA_EN_1_020517_1958568

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