Emplois Executive Personal Assistant (Toronto, ON)

Our client, a leading alternative investment management firm that partners with the HNW business community is seeking a polished Executive Assistant to support the Managing Director the firm.

Responsibilities:

1) Professional Administrative Support

• Provide proactive administrative support including liaising with key internal and external contacts, scheduling and general correspondence to ensure all needs of the Managing Director are met.
• Prioritize and organize work to facilitate the smooth running of the business.
• Manage and monitor the calendar of appointments, upcoming events and facilitate prioritized response to matters requiring immediate attention.
• Coordinate agendas, dispatch meeting invitations, book meeting rooms, and arrange for IT resources.
• Develop and maintain an efficient recordkeeping / filing system (both electronic and hard copy as required).
• Maintain cleanliness of CEO’s office environment and organize CEO’s files and records.
• Develop communications and correspondence as required.
• Participate in planning, organizing and implementation of events (e.g., roadshows, conferences).
• Manages complex international multi-leg travel, often requiring continuous changes and rescheduling.
• Meeting support (e.g., minute taking, summarizing action items and next steps) as required.
• Manage expenses.
• Screen telephone calls and respond to moderately complex inquiries or matters of an administrative or operational nature.
• Identify and respond to appropriate requests independently and confidentially.
• Primary contact for all general inquiries.
• Liaise between Managing Director and all other team members.
• Develop and leverage relationships to foster and support intra-group coordination.
• Exercise diplomacy and be a professional representative of the team.
• Interacts with colleagues, vendors and clients globally, dealing with multiple timezones and cultural implications.
• Will be provided with a company iPhone to monitor urgent requests after-hours.

2) Expense Analysis & Support Accountabilities

• Monitors and analyzes CEO expenses to determine whether personal or company-related.
• Works closely with Office Manager to ensure all invoices, vendor payments and receipt tracking are completed in a timely manner.

3) General Office Administration

• Liaise with Office Manager regarding maintenance issues and premises/equipment upkeep.
• Prepares and dispatches outgoing mail and interfaces with couriers.
• Order and approve catering, supplies, and stationary purchases within budget.
• Maintain document files and archiving of records.
• Work with Office Manager to maintain vacation records for the department.
• Performs back-up function for other administrative staff during absences.
• Maintains and handles confidential client and leadership information appropriately.

4) Personal Assistance Administration Accountabilities

• Personal tasks to allow the CEO to more easily conduct business, including but not limited to:
• Picking up food (snacks/lunch/dinner) or sundries.
• Booking personal appointments and reservations.
• Personal travel arrangements.

Role requirements:

• Minimum 8 years experience as an Executive Assistant supporting CEO or other senior executives.
• Proven experience working effectively in a fast-paced environment, dealing with deadlines, and managing conflicting priorities.
• Post-secondary education or equivalent experience and other professional related training and development to keep skills current.
• Excellent understanding of the processes, policies and procedures required for supporting the team.
• Knowledge of investment or financing is a definite asset.
• Professional, discreet, independent, flexible, and resourceful.
• Excellent calendar management, filing (digital), meeting preparation, travel planning, and people skills.
• Ability to plan and execute team and client events when required.
• Strong written and verbal communication skills, including letter writing, minute taking, and presentation preparation.
• Detail oriented, extremely well organized; able to manage time and expectations, and effectively multi-task under high pressure.
• Advanced PC skills and strong proficiency in MS Office 365 (Word, Excel, PowerPoint, Outlook).
• Experience with web tools, creative software and Adobe InDesign an asset.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.

Job Type: Permanent

Pay: $90,000.00-$100,000.00 per year

Work Location: Hybrid remote in Toronto, ON (Toronto District)