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About Our Client:
Our client is a key player in the development space.
Position Scope:
The Executive Office Manager will provide comprehensive support to senior management, and overall organization of office operations. This individual will manage information flow in a timely manner, with a high level of professionalism. The position requires anticipating needs, critical thinking, and offering solutions to problems with professionalism and discretion. Full-time office attendance is required, with some evening scheduling on an occasional basis.
Responsibilities:
- Provide administrative support to the executive team, including managing calendars, and travel arrangements, drafting memos and emails, scheduling appointments, and coordinating meetings and conference calls.
- Serve as the primary point of contact for internal and external stakeholders. This position is based in the reception area to welcome guests, manage mail and deliveries, and ensure a professional first impression.
- Prepare boardrooms for meetings, assist with technology setup, greet attendees, and coordinate logistics for corporate events, client meetings, and industry conferences. Oversee event planning, including venue selection, catering, and attendee management.
- Provide administrative support for projects by tracking milestones, updating documentation, and liaising with project teams and stakeholders. Assist with or lead special projects like office renovations and transitioning to electronic documentation.
- Prepare and submit expense and health reimbursement forms for the senior leadership team, ensuring all supporting documentation is gathered and follow up on any outstanding submissions.
- Hire and coordinate trades for office improvements, manage office supplies, handle daily maintenance tasks, and oversee the cleanliness and organization of the office.
- Proofread and format correspondence, presentations, reports, and other documents for the team, ensuring accuracy and consistency.
- Update the corporate website, coordinate press releases and social media, resolve minor IT issues, and liaise with third-party consultants for more complex problems.
- Attend to some administrative and project-related duties that may require work or travel outside of regular business hours, such as weekend sales openings or offsite meetings.
Required Skills and Knowledge:
- Excellent written and verbal communication skills, coupled with a high level of professionalism and attention to detail.
- Highly organized with the ability to prioritize and manage multiple tasks efficiently in a fast-paced environment.
- Proactive, resourceful, and open to taking on new challenges with a positive attitude.
- Flexible to work overtime when needed
- Adaptable to changing work demands
- Ability to work independently and with minimal supervision.
- Capable of handling sensitive information with discretion and maintaining confidentiality.
Education and Experience:
- Bachelor’s Degree
- Minimum of 5 years of experience as an Executive Assistant or in a similar role
- Highly proficient in MS office suite (Word, PowerPoint, Excel, etc.) and relevant software tools
Application Instructions:
To apply, please send a resume to Melanie McQueen at [email protected]
Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.
Melanie McQueen
City
- Toronto, ON
Industry
Position
Melanie McQueen
City
- Toronto, ON