Executive Personal Assistant

Our client within private aviation requires an EA/PA to join their team. The Executive Assistant will provide executive-level support to the COO. The primary responsibility of this role is to support the COO in the day-to-day responsibilities of managing a group of entities and the office administration. The ideal candidate will be a proactive problem solver with exceptional organization skills, keen attention to detail and superior communication skills. He or She will have comparable previous experience working in a fast-paced environment providing support to executives performing a wide array of administrative duties. This individual will play an integral role within the business.

Roles and Responsibilities:

• Maintain a high degree of professionalism, discretion and confidentiality.
• Organization of hard copy documents and digital copies in the cloud - sorting incoming mail and notifying recipients. Will need to maintain high attention to detail to ensure accurate filing of documents and compliance with naming conventions. Documents include, day-to-day bills, tax notices, contracts, reports, meeting notes, presentations, and financials.
• Completing registrations and paperwork requiring corporate entity information.
• Managing user access to a variety of day-to-day applications utilized by the business.
• Following up, collecting and organizing reporting across departments to ensure deliverables are received from staff.
• Organizing information and preparing presentations for easy consumption of information.
• Assisting COO in managing e-mail inbox, ensuring responses, follow-ups and meeting requests are responded to in a timely manner.
• Maintain an accurate and detailed calendar for COO, manage and log incoming schedule requests, re-schedule meetings upon request and anticipate and respond to scheduling conflicts.
• Track COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
• Formatting and preparing letters and documents for distribution to external parties.
• Responsible for travel coordination – booking airline flights, hotels, and transportation for COO, CEO and President as needed. Travel will not be required for the candidate themselves.
• Assisting in the organization and preparation for conferences, registration and travel and planning the occasional corporate event (Holiday Party, dinner meetings etc.)
• Maintaining shared calendars for offices, board rooms, corporate and tax filings.
• Managing office services (Xerox, Shredit and phone system) as well as stocking the office periodically with stationery and beverages.
• Conduct preliminary research on a variety of topics; draft materials as needed.
• Provide special project leadership and support as needed.

Skills & Qualifications

• Minimum five (5) years of related experience in an administrative role or executive assistant role reporting to upper management, executives, or VIPs.
• Post-secondary education, degree in business administration studies is a plus.
• Ability to plan and orchestrate work to ensure priorities are met and objectives are achieved.
• Highly organized with superior time management skills and exceptional attention to detail.
• Proactive problem solver with strong decision-making skills.
• Strong communication and interpersonal skills – professional level verbal and written communications skills.
• Ability to work in a fast-paced environment.
• Proficient in MS Office Suite and other office productivity tools with aptitude to learn new software and systems. Word processing, spreadsheets, database usage, presentation software.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

Job Types: Full-time, Permanent

Salary: $90,000.00-$110,000.00 per year

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Work Location: In person