Executive Assistant, Canadian Managing Partner - Quality and Risk Management
- Toronto, ON Ottawa, ON
- Permanent
- Full-time
What you will doMaximizes the value of Partner time by proactively identifying and taking accountability for all administrative matters.
- Performs moderate to complex administrative tasks for the Canadian Managing Partner.
- External and Internal Executive Relationships
- Ensures all external and internal leadership communications are responded to in a timely fashion. Independently actions on routine enquiries and escalates complex client enquiries to appropriate parties based on knowledge of practice/structure and work process.
- Professionally interacts with all stakeholders as directed.
- Calendar Management –Manages Partner’s calendar/schedule, maximizing the best use of their time by managing requests and commitments through sorting, filtering and prioritizing requests, while ensuring deadlines are met. Proactively and independently identifies, resolves, and manages calendar conflicts.
- Communication –Creates, reviews, and distributes various communications for Partners. Handles routine communications on behalf of Partners and reports on actions taken. Reporting – Manages regular and ad hoc reports as requested.
- Document engagement and preparation - Assists Partner with set up of engagements and with the risk process, as well as coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, reports, presentations, and correspondence using MS Office suite
- Travel Management – Handles complex travel arrangements and reservations, both domestic and international, as well as business visas as needed.
- Meeting Management – Coordinates and manages the scheduling of partner meetings, leadership meetings, and external events (conference calls, video conferences, in person, etc.). Plan and organize meetings, create briefing documents and events as required including logistics/securing meeting space, catering, and agenda and document prep. Compile, transcribe, and distribute minutes of meetings when required and follows up on action items.
- Administrative Support to the CMP’s leadership team – provide administrative support to the CMP’s leadership team
- Ad Hoc – Projects Support – provide support to ad-hoc projects for the CMP / CMP Leadership Team
- Expense/Time reporting –Completes, reconciles, and ensures timely submission of time and expense reports for the Partner.
- Provides backup support to other administrative assistants as needed.
- Acts as a liaison between partners and Delivery Centre on billing requirements as applicable.
- Coding of vendor invoices as may be required
- College diploma or an equivalent combination of education/experience in administrative assistant skill set.
- Minimum 8 years administration experience supporting senior level or C-Suite executives.
- Understands business needs, manages service delivery, mitigates issues, and brings solutions.
- Operates with a large degree of autonomy and independently completes high quality work to meet established goals.
- Handles highly sensitive and confidential information requiring a high level of discretion.
- Proactive in anticipating and responding to team's needs and manage multiple priorities in a highly organized manner.
- Good judgment and analytical skills.
- Excellent written and communication skills.
- Strong time management and organizational skills, with the ability to multitask.
- Attention to detail
- Flexibility and adaptability
- Advanced skills with MS Office Products. Outlook, Excel, and PowerPoint etc.
- Proficiency in social media would be an asset
- Previous experience in project coordination or management or supporting marketing related activities would be an asset