Executive Assistant
2 weeks ago
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Duties and Responsibilities
- Work directly with the Executive to support all aspects of his daily work routine.
- Maintain the Executive’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the Executive, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with heads of departments as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the division
- Serve as a primary point of contact between the office of the Executive and governance groups, including helping to coordinate the work of the different councils and providing administrative support for governance meetings.
- Assist the executive in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the Executive advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Handle printing, mail/overnight packages, copying, filing, and email/messages.
- Compose and prepare letters relating to routine correspondence for the Executive’s signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Qualifications & Experience
- Grade 12 and minimum of 2 Year secretarial experience as well as administrative underwriting
- Secretarial Certificate/ Diploma
- 15 years’ experience
- 8 - 10 years’ prior experience in supporting a senior Executive
- Experience in Financial Services Industry
Required Skills
- Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
- Exceptional writing, editing, and proofreading skills
- Excellent organization and time-management skills
- A detail-oriented self-starter with prior experience in the financial services industry
- Someone who exhibits sound judgment with the ability to prioritize and make decisions
- Comfortable interacting with high-level Executives
- Resourceful, can-do attitude
- Ability to multitask and thrive in a fast-paced environment
- Excellent written and verbal communication skills
- Time-management skills
- Ability to pay attention to detail
- Energetic and eager to tackle new projects and ideas
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