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Executive Assistant to VP, provincial government agency client, downtown Toronto.

Marberg Job Number: 2229.
Job Type: Temporary.
Initial Term:  April 1, 2024 to September 27, 2024.
Compensation:  $35.82 per hour.
Recommended Application Date:  Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours: FULL TIME HOURS – 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: Hybrid – combination of 2 days remote-based (Tues/Thurs) and 3 days onsite (Mon/Wed/Fri) at client’s downtown core Toronto office, on PATH and near Union and GO Stations.

Responsibilities Summary:  
Provide administrative and executive support services to VP of assurance team.  Conduct research, handle information requests, exercise confidentiality in management and release of information, and provide additional administrative and clerical support services as required.

  • Liaise frequently with other senior employees and their support staff.
  • Coordinate, set, and monitor daily calendars, prioritizing items according to business need.  Schedule meetings, arrange appointments, budget and allocate time, and provide appropriate reminders.
  • Utilize excellent judgement and problem-solving skills to identify and flag emergent issues.
  • Monitor and maintain office correspondence including email, mail and courier packages.  Draft responses to general matters; assist with responses to identified issues; and compose, format, proofread and edit a variety of confidential documents, including correspondence, memos, contracts, proposals, reports, and presentations.
  • Arrange for internal and external meetings, including booking rooms, travel and accommodations, researching and preparing agendas, coordinating and distributing documentation, coordinating with senior internal and external stakeholders, and synchronizing cross-functional agenda items, and other meetings. 
  • Attend meetings and capture meeting notes/minutes.
  • Compose and edit highly confidential documents.                       
  • Develop and maintain organized filing system as a historical record for the team; locate and retrieve electronic and hard copy files, documents and other supporting information and ensure coordinated records retention system.
  • Order office supplies and provide general office management support. 
  • Additional executive and administrative office support responsibilities as required. 

Qualifications:  
Education:  Highschool Diploma, with additional post secondary technical and vocational training in Business Administration or similar discipline, and/or equivalent combination of education and work experience.
Preferred Work Experience:  At least 5+ years of progressive experience providing administrative and executive support services to a senior executive and team.

Technical and Language Skills Requirements:    

  • Advanced proficiency in MS Office Outlook, Word, Excel, and PowerPoint (will be tested).
  • Strong data entry and typing skills (will be tested).
  • Established proficiency with online meeting platforms, electronic file management systems, and a general strong level of comfort with technical applications and related business processes.
  • Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

  • Proven knowledge and experience of administrative methodologies and best practices in providing executive assistance to senior leadership.
  • Punctual, responsible, and reliable.  Demonstrated record of professional conduct and character.
  • Pleasant and courteous.  Demonstrated commitment to client service and professional representation of the organization.  
  • Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
  • Proficient de-escalation skills.  Ability to surmount internal and external job pressures.  Excellent listening skills, and the ability to provide and receive effective feedback.  
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
  • Strong relationship management skills including client and vendor relations management, business networking, negotiation, change management and consulting/advisory skills.  
  • Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:    

  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to work both remotely and onsite, abiding by organization health and safety policies.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Candidates are only contacted via official phone call or email from Marberg Staffing. Please disregard any initial contact through other mediums such as text message or social media.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Job ID: 2229

Location: Canada Ontario Toronto

Category: Administrative, Government

Salary: Hourly Rate

Hourly Rate: 35.82

Responsibilities



Qualifications

Number Of Positions 1

Pay Rate 35.82

Date Updated 03/26/2024

Status New

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