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Executive Assistant for provincial government regulatory client, downtown Toronto.

Marberg Job Number: 2321.
Job Type: Temporary.
Initial Term: From August 26, 2024 for approximately 3 months, with possibility for extension or conversion to direct-hire.
Compensation: $38.46 per hour.
Regular Work Hours: FULL TIME WORK HOURS 7.0 work hours per day, not including unpaid 1.0 hour lunch break, to be worked during regular business hours, Monday to Friday ( 35 work hours per week).
Work Location: Hybrid – combination of remote and onsite work with 3 days per week required at Client’s downtown Toronto office, on PATH and near TTC station. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Responsibilities Summary:
To provide direct executive administrative support to Chief Operations Officer, and additional support to other Senior Executives via dotted reporting. Responsible for critical coordination of operational functions including travel, reporting, communications, and office management.

  • Provide dedicated executive administration and operational support services to Chief Operations Officer. Act as primary representative for COO, interacting with all levels of the organization and external stakeholders.
  • Organize all information and communication coordination, including incoming and outgoing communications.
  • Proactively prepare, organize, and follow up on meetings, agendas, events, offsites, and business travel details.
  • Manage calendars, ensuring efficient scheduling and time management.
  • Handle financial reporting and ensure accurate tracking and reporting of expenses.
  • Coordinate business travel arrangements and events, including booking and logistics.
  • Manage documents and knowledge, ensuring organized and accessible records.
  • Oversee general office management, maintaining an organized and efficient workspace.
  • Work closely with other Executive Administrators on shared operational functions.
  • Handle correspondence, reports, policies, budgets, and speaking engagement activities.
  • Additional executive administrative responsibilities as required.

Qualifications:
Education: Post Secondary Degree or Diploma in Business Administration, or applicable combination of work experience and education.
Preferred Work Experience: Approximately 5+ years of related experience providing direct executive administrative support to multiple senior executives.
Preferred Sector Experience: Public Sector or Financial sector experience an asset.

Technical and Language Skills Requirements:

  • Excellent MS Office proficiency, including Word, PowerPoint, Outlook and Excel (may be tested).
  • Proficient English communication skills, both written and verbal, including strong business writing skills and professional verbal presentation skills suitable for a range of audiences.

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.
  • 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.
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • 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.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize work 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, and negotiation skills. Excellent listening skills, and the ability to provide and receive effective feedback.
  • 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 provide 3 reasonably recent, qualified employment references upon request.
  • Ability to complete a satisfactory Provincial Government security check, including a Fingerprint Check, prior to assignment start. Please note that Marberg will reimburse for the cost of the Fingerprint Check upon your acceptance of Assignment Offer and submission of approved Expense Receipts.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Provision of certification of full COVID-19 vaccination series prior to assignment start, subject to reasonable accommodation per the Ontario Human Rights Code.
  • Satisfactory Background Checks and Technical Skills Evaluations as required.

Application Notes:

Recommended Application Date: We kindly request that you submit your resume quickly, as our client will not accept applications after the morning of Friday, July 19, 2024. We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

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, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

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: 2321

Location: Canada Ontario Toronto

Category: Administrative, Government

Salary: Hourly Rate

Hourly Rate: 38.46

Responsibilities

To provide direct executive administrative support to Chief Operations Officer, and additional support to other Senior Executives via dotted reporting. Responsible for critical coordination of operational functions including travel, reporting, communications, and office management.

  • Provide dedicated executive administration and operational support services to Chief Operations Officer. Act as primary representative for COO, interacting with all levels of the organization and external stakeholders.
  • Organize all information and communication coordination, including incoming and outgoing communications.
  • Proactively prepare, organize, and follow up on meetings, agendas, events, offsites, and business travel details.
  • Manage calendars, ensuring efficient scheduling and time management.
  • Handle financial reporting and ensure accurate tracking and reporting of expenses.
  • Coordinate business travel arrangements and events, including booking and logistics.
  • Manage documents and knowledge, ensuring organized and accessible records.
  • Oversee general office management, maintaining an organized and efficient workspace.
  • Work closely with other Executive Administrators on shared operational functions.
  • Handle correspondence, reports, policies, budgets, and speaking engagement activities.
  • Additional executive administrative responsibilities as required.


Qualifications

Education: Post Secondary Degree or Diploma in Business Administration, or applicable combination of work experience and education.
Preferred Work Experience: Approximately 5+ years of related experience providing direct executive administrative support to multiple senior executives.
Preferred Sector Experience: Public Sector or Financial sector experience an asset.

Technical and Language Skills Requirements:

  • Excellent MS Office proficiency, including Word, PowerPoint, Outlook and Excel (may be tested).
  • Proficient English communication skills, both written and verbal, including strong business writing skills and professional verbal presentation skills suitable for a range of audiences.

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.
  • 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.
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • 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.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize work 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, and negotiation skills. Excellent listening skills, and the ability to provide and receive effective feedback.
  • Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Number Of Positions 1

Pay Rate 38.46

Date Updated 07/18/2024

Status New

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