Emplois Executive Personal Assistant (Toronto, ON)

The Executive Assistant plays a critical role in supporting the executive team by ensuring the smooth operation of daily administrative functions. Reporting directly to the President, this position requires a highly organized, proactive, and discreet individual who can manage a wide range of responsibilities with professionalism and efficiency.

Please note this is an on-site role requiring you to be in the office five days a week at our Head office, Toronto, in the Finch Avenue West and the 400 Highway area.

Key Responsibilities

Reporting to the President, the Executive Assistant will be responsible for:

• Drafting and preparing reports, memos, letters, and other correspondence;
• Provide comprehensive administrative support to the President and chief operating officer;
• Coordinate prepare and review materials for meetings, presentations and other documents;
• Track project timelines, deliverables, and follow ups to ensure timely completion;
• Handle confidential information with discretion and professionalism;
• Assist with printing photocopying, collating, distributing and retrieving documents;
• Support catering orders and cleanup for on-site meetings and events;
• Support planning and execution of company events;
• Managing incoming calls, directing them appropriately, or taking detailed messages;
• Organizing and maintaining company records, documents, reports, and contracts;
• Conducting research and compiling data for executive review and presentations;
• Coordinating and preparing logistics for meetings, conferences, and events;
• Recording and distributing accurate meeting minutes;
• Welcoming visitors and determining appropriate access to executives;
• Utilizing Microsoft Office Suite and other software tools for document creation and data management;
• Arranging travel and accommodations for executives;
• Managing calendars, scheduling appointments, and providing timely reminders;
• Ordering office supplies and overseeing inventory control;
• Maintaining and updating contact databases;
• Responding to executive requests and inquiries with discretion and professionalism;
• Accessing and extracting data from the internal system;
• Processing collision report requests from citizens, legal representatives, and internal partners;
• Maintaining confidential records as required;
• Handling incoming correspondence including faxes, emails, and mail;
• Providing general administrative support across the organization;
• Other duties as assigned to meet the needs of the executive team and organization.

Qualifications & Requirements

• Minimum 5 years of experience in an Executive Assistant or similar administrative role.
• Certificate or diploma in Business Administration or a related field, is considered an asset
• Legal background is considered an asset.
• Proven ability to type at least 60 words per minute.
• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication abilities.
• High proficiency in Microsoft Office and the ability to quickly learn new technologies.
• Strong attention to detail with the ability to be adaptable and flexible with requests;
• Ability
• Ability to work independently with sound judgment, discretion, and confidentiality.
• Experience coordinating travel arrangements.
• Must be able to occasionally lift up to 15 lbs.
• Note: Candidates without Executive Assistant experience will not be considered.

Company Description

Since 1994 Accident Support Services is the preferred Collision reporting partner for over 50 police services in Canada currently operating in four provinces allowing Police to dedicate their resources to higher priority calls for service and allowing the insurance industry to fast track the servicing of the public involved in, collisions. Please visit www.Accsupport.com for more information.

Benefits

• Dental Care
• Extended Health Care
• On-Site Parking
• Paid Time Off
• Recognition Programs

Job Type: Full-time

Pay: From $70,000.00 per year

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Assistant: 5 years (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person