Executive Assistant, Toronto

Job Number: 009002

Posted: June 20, 2018

Primary Location: Canada-Ontario-Toronto

Description

Our Toronto office is looking for an Executive Assistant to assist the President of Weber Shandwick Canada with essential day-to-day tasks and special projects. 

The ideal candidate will possess strong organizational skills and familiarity with a fast-paced, deadline oriented environment. The ideal candidate is a bright, energetic team player who derives satisfaction from supporting others. Due to the nature of the work, the candidate must have meticulous attention to detail and able and eager to juggle multiple responsibilities and complex assignments. 

Primary Responsibilities Include:

• Providing administrative and general office support to the President and the executive team as appropriate; answering and screening all telephone calls for the President, taking accurate phone messages 
• Handle a demanding and ever changing calendar, coordinating with other senior or client executives. Anticipate conflicts and resolve with tact and diplomacy. Confirm/re-confirm all meetings on the schedule. Reserve meeting facilities, provide for audio/visual needs, refreshments, and transportation as required. Re-confirm all arrangements and ensure they meet the highest standard 
• Meet and greet staff and visitors, representing the best presence on behalf of the President 
• Organizing and executing special events on behalf of the President or for the company 
• Assist with reviewing confidential material on behalf of the executive team; this may include: coordinating material and developing final presentations (i.e. decks); reviewing documents/spreadsheet as well as completing assignments as necessary 
• Monitor travel, anticipate travel issues and provide for alternative arrangements when necessary 
• Handle arrangements for all global and domestic travel, often on short notice. This may include handling paperwork for travel visa, confirming/re-confirming travel arrangements with airlines, hotels, car services and restaurants 
• Handle a variety of professional and at times personal errands for the executive team 
• Expenses: time and expense reporting as needed for the President and potentially the executive team 
• Demonstrating professionalism and confidentiality through all work performed 
• Maintaining tact and judgment in dealing with sensitive and confidential information 
• Assist HR, Finance, and the executive team on special projects 
• Proactively assessing their daily requirements to meet the needs of the company and clients 
• Managing contacts and other special projects as assigned 
• Monitor and handle urgent requests/issues as necessary which often includes after hours and/or on the weekend 
• Act as the backup for the Office Manager/Receptionist as required 

Qualifications:

• 5+ years of relevant experience relevant experience supporting a high level executive 
• Strong communication and organizational skills 
• Bachelor’s Degree or Post-secondary degree/ College Diploma in Executive Office Administration or equivalent 
• Excellent planning, leadership and multi-tasking skills 
• Fast, proficient and accurate skills in various software packages including Word, Excel, PowerPoint, Keynote and Outlook 
• Must be able to coordinate extensive travel arrangements and expense reports with experience (using SAP preferable) 
• Strong verbal and written communication skills including spelling, grammar, and the ability to draft correspondence 
• Excellent interpersonal skills including a professional business manner both in person and on the telephone 
• Proactive and has the ability to work both independently and as a team player 
• Savvy with Mac/Apple Software 
• Thrive in a fast paced environment and be solution-oriented 
• Extreme attention to detail, ability to multi-task and juggle priorities 
• Smart, self-starter and ready to jump in 
• Meeting coordination/event planning experience is necessary 
• Experience working on multiple projects 
• Previous assistant experience in PR, advertising or professional service organization is preferred 

Weber Shandwick is an equal opportunity employer. If selected for an interview, please advise our Human Resources team if you require accommodation due to a disability during the interview and assessment process.

General Inquiries
Phone
T: 416-964-6444
New Business
Victoria Cacioppo
T: 416-642-7916
E: vcacioppo@webershandwick.com
Human Resources
Leanne James
T: 416-964-7964