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Job Description

Are you passionate about business? Would you like to work for a company that values its employees? If so, this is the ideal opportunity for you! We are currently searching for an executive assistant to join our team of professionals. As the chosen Executive Assistant, you will oversee providing highly professional support to the Chief Executive Officer.

Your tasks as an Executive Assistant:

  • Schedule meetings, arrange conference calls, make reservations and travel arrangements
  • Coordinate all meetings by receiving relevant information from multiple parties, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging audio-visual equipment, flipcharts, refreshments, etc.
  • Manage confidential material information and exercises with discretion regularly
  • Prepare and submit monthly expense reports
  • Draft memos, notices and letters as required
  • Organize and maintain paper filing systems, archives and electronic files
  • Provide other general administrative support (e.g. filing management, scanning, photocopying and organizing)
  • Provide various Personal Assistant related duties
  • Submit and manage insurance claims
  • Update the sponsorship brochure as well as the website
  • Create and distribute email campaigns and correspondence pre and post event
  • Collection and creation of all event marketing collateral including table mats, prize sheets, poker chips and playing cards
  • Venue selection and coordination including contract execution and BEO sign off
  • Vendor management including audio visual, décor, hostesses and entertainment
  • Coordination of committee meetings including drafting and preparing meeting material
  • Ensure all attendee names are registered into the system and create an event seating plan according to committee requests
  • Oversight of sponsor tracking
  • Ensure collection of all receivables
  • Arrangement of all vendor payments
  • Work with co-chairs and third-party videographer for creation of introduction video
  • Manage and train hostesses leads for signing of membership and table buy-in’s
  • Sourcing of all event prizes and coordination of prizes to winners
  • Update of all collateral and material on charity registration portal
  • Create event budgets, actual cost and variances as well as final income and expenses
  • Coordinate and manage year audit as well as financial reporting
  • Track the company sponsors and ensure the company is fulfilling sponsor commitments
  • Track all income and expenses from all the events

The required qualifications for the Executive Assistant position:

  • Degree in Business, Business Administration or similar is preferred, however, priority will be given to breadth of experience and intellectual capabilities
  • 5+ years of experience working directly with senior executives; preference given to experience within banks, investment banks, law firms and accounting firms
  • Must have the ability to work 8AM to 5PM, Monday to Friday, but with flexibility to work longer hours as needed
  • Advanced skills in MS Office is mandatory with high focus on Microsoft Excel
  • Excellent written and communications skills
  • Experience in large full-cycle event coordination an asset

Don’t miss this opportunity, apply now!

Contact Details

Sarika Agrawal

Recruitment Specialist

905-361-3987 ext.115

[email protected]