LCI-785 - Executive Assistant

LCI-785 - Executive Assistant

Job Description: Executive AssistantLocation: Virtual (but candidates must reside in the Toronto area)Reports to: CEOJob Summary: Our client is seeking an Executive Assistant who will play a critical role in supporting the CEO and ensuring the smooth operation of their organization. This full-time position requires exceptional organizational, communication, and interpersonal skills. The role combines responsibilities of executive assistance, office management, human resources, and project coordination to maintain a productive and well-functioning environment for the team.Key Responsibilities:Executive Support:Manage the CEO’s calendar,



including scheduling across multiple time zones and countries.Draft and manage correspondence with clients, stakeholders, and executives.Coordinate and distribute personal and professional communications on behalf of the CEO.Prepare the CEO for meetings, including creating agendas and organizing necessary documentation.Office Management:Oversee administrative tasks such as managing correspondence, maintaining company records, and coordinating meetings.Handle budgeting and expense management, including tracking office expenses and managing invoices.Ensure efficient use, maintenance, and licensing of office technology and communication systems.Human Resources Administration:Maintain and manage staff records, including leave and time-off tracking.Assist with onboarding and offboarding employees, including managing employee benefits and records.Coordinate employee recruiting processes, including posting job opportunities and tracking metrics.Scheduling and Coordination:Coordinate domestic and international travel arrangements, including preparing detailed itineraries.Plan and organize in-person team meetings and conferences,



handling all logistics and budget considerations.Proactively anticipate executives' needs and prioritize tasks effectively.Board and Committee Management:Maintain documentation and manage communications for board and committee members.Prepare agendas and coordinate all in-person and virtual meetings.Policy and Documentation Management:Update and maintain the employee handbook, health and safety manual, and organizational structure.Document and maintain records of company accounts, including banking and administrative authorities.Ensure compliance with company guidelines and regulations.Required Skills and Qualifications:Minimum 15 years of experience as an executive assistant to a C-suite executive.Exceptional organizational, prioritization, and time management skills.Highly effective communicator with impeccable grammatical skills.Strong technology proficiency, including MS Office, Excel, Word,



and PowerPoint.Resourceful problem-solver with critical thinking skills.Ability to handle confidential information with the highest level of discretion.Demonstrates professionalism and represents the CEO and organization effectively.Adaptable, flexible, and a team player with a positive attitude.Ability to work independently in a fast-paced, remote environment.Flexibility to work overtime or outside typical hours as required.Preferred Qualifications:Experience managing budgets and expense reports.Knowledge of HR practices, including recruiting and employee benefits administration.Experience organizing and coordinating meetings across multiple time zones and locations.Proven ability to build strong relationships with internal and external stakeholders.Additional Details: While this is a remote position,



the successful candidate will reside in the Toronto area to attend quarterly in-person meetings and events. We appreciate interest from all candidates; however, only those selected for further discussion will be contacted.Qualified candidates should send their resume to [email protected]

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/90170923/lci-785-executive-assistant-toronto/?utm_source=html