Executive Assistant

Executive Assistant to professional association client, downtown Toronto.

Marberg Job Number: 1923.
Job Type: Full-Time Permanent
Compensation:  $60,000 to $70,000 per annum according to experience, plus generous benefits package and pension plan.
Regular Work Hours:  9 am to 5 pm with one hour lunch break, Monday to Friday (35.0 work hours per week).  Occasional additional work hours required according to business need, including evenings or weekends for special events, which will be compensated under the corporate overtime policy.
Work Location:  Hybrid, with 2 to 4 days per week to be worked onsite according to business need, at client’s downtown Toronto office near TTC station.  

Responsibilities Summary:    
Provide confidential executive administrative support to Division Director, Divisional staff and designated Committees.  Act as Division’s main communications liaison between C-Suite offices, Board of Directors and a wide range of internal and external stakeholders.  Important contributor to Division’s operational planning and maintenance of smooth and efficient business operations.

• Manage Director’s calendar, coordinate and accept meetings and organize travel arrangements.  Track agenda items and provide briefing packages for meetings and events.  Coordinate Board materials as needed.
• Receive and screen phone calls and visitors on Director’s behalf. Receive, review, prioritize and evaluate incoming correspondence, materials and requests and provide direct or drafted response, and coordinate next steps.  Screen escalations or complaints, and offer first-line solutions if possible, in accordance with organization policy.
• Contribute to designated projects and initiatives, including providing background research or supporting documentation.  Interact with vendors and consultants, and prepare requests for proposal.
• Develop and maintain Division administrative and records management systems, including attendance records, contact database information and distribution lists, and other electronic and hard copy records.  Draft agendas and minutes for staff meetings.
• Assist in preparation and management of Division budget, including monitoring and following up on budget variances, compiling expenditure reports, and preparing invoices and payment requisitions.
• Develop and document Division operations policies, procedures, systems and processes for the benefit of the Division and broader organization.
• Additional Divisional executive support responsibilities as required.

Qualifications:  
Education: Post Secondary Degree or Diploma.
Preferred Work Experience:  Approximately 5 years of progressive office administration experience supporting an Executive Office, preferably with responsibilities to a Board of Directors.
Preferred Sector Experience: Public administration experience such as government, regulatory, governance or political office experience.  Familiarity with governance and legislative processes.

Technical and Language Skills Requirements:

• Superior overall technical and administrative coordinative skills to meet position requirements.  
• Advanced proficiency in Microsoft 365 Suite (may be tested).
• Proficiency in Adobe Acrobat (may be tested).
• Proficiency in SharePoint (may be tested).
• Strong experience utilizing Teams and Zoom platforms for online meetings and conference calls.
• Social media literacy.
• Strong English communication skills, both written and verbal, including expert level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines. 
• Pleasant and courteous: demonstrated commitment to client service and professional representation of the organization.  
• 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.
• 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.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others and work well under pressure.
• Strong relationship management skills including client and vendor relations management, business networking, negotiation and consulting/advisory skills. 
• Demonstrated ability to work well independently, collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:    

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite as required, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.
• Ability to provide 3 recent, qualified employment references, who are available to speak with either the Client or Marberg promptly upon request.  
• Additional satisfactory Background Checks, Technical Skills Evaluations, and References as required.

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 Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

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.

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