Executive Assistant
Klass Capital
full-time
Posted on:
Location Type: Hybrid
Location: Toronto • 🇨🇦 Canada
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Provide day-to-day assistance and administrative support to the CEO and his family
- Manage CEO's calendar and family’s calendar, including all appointment scheduling (business and personal)
- Arrange complex and detailed international business and leisure travel itineraries for CEO and his family (including flight, accommodations/hotel, car, food, restaurant reservations, transportation, activities, conferences, checking-in process, upgrades, etc.)
- Track all expenses, payments and multiple credit card statements in excel spreadsheets, and allocate all items to various categories for accurate documentation of outflows
- Administrative assistance with an e-commerce business (create courier labels, prepare sales invoices, track all sales and expenses, inventory tracking, etc.)
- Manage Aeroplan Rewards and other loyalty programs/status
- Personal errands - gifting/shopping, restaurant reservations, event tickets, registrations, pick up/deliveries, etc.
- Organize and complete document renewals
- Maintain various databases for the office of the CEO (ie. documents, contracts, agreements, property checklists)
- Payment of households bills, and tracking of all household expenses
- Anticipate the needs of the CEO and take on ad-hoc special projects and ambiguous requests
- Administrative duties related to the CEO's office (manage and order office supplies, document management, mail, and other office admin tasks)
- Communicate with key stakeholders on behalf of the CEO including staff, clients, partners, investors, charitable organizations
- Analyze and address incoming enquiries (business, personal, charitable) and prioritize appropriately
- Retrieve information and compile documents, as requested, from records, email, minutes, etc.
- Coordinate annual insurance renewals – commercial, personal, properties, vehicles, etc.
- Support the greater team on administrative projects
- Manage household errands, paying personal bills, coordination of vehicles (including maintenance), coordination of deliveries
- Coordinate and plan events (dinners, golf, parties) – including managing invitations, staff, logistics, catering, etc.
- Oversight and assist with operations of multiple personal properties including managing relationships with vendors and household staff, and serving as point of contact for external vendors
Requirements
- A minimum of 5 to 10 years of professional experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant, Administrative Assistant, or Office Manager
- Experience supporting a CEO or President is strongly preferred
- Strong excel spreadsheet skills required
- University/Post Secondary Degree is preferred
- Accounts Payable experience
- Ability to tackle a to-do list independently and proactively, while juggling multiple priorities and deadlines
- You are curious and a fast learner
- Highly resourceful: you thrive when problem solving and completing tasks efficiently, you are comfortable performing research on new topics
- Highly organized: able to create systems for organization and ensure tasks are done on time
- Detail oriented: ability to complete tasks to specifications and with obsessive attention to detail
- Strong communication skills (written and verbal): engage effectively with many stakeholders via email, text, phone, and in-person, highly professional communicator, strong relationship management skills
- Strong problem-solving skills: tackle any task assigned independently, and proactively address issues that may arise
- Flexibility: adapt effectively to changing situations, flexible, highly responsive, ability to work beyond standard business hours (if needed)
- Strong interpersonal skills
- Ability to handle stressful situations and work under pressure with ease and good judgement
- Proven experience maintaining the highest standards of privacy, confidentiality, integrity and discretion
- Professional and polished demeanor - emotional maturity & strong judgement
- Driver’s license is an asset
Benefits
- Competitive compensation package
- Health benefits plan
- Paid vacation
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
excel spreadsheet skillsaccounts payabledocument managementevent planninginventory trackingexpense trackingtravel itinerary managementcalendar managementdata analysisresearch
Soft skills
strong communication skillsproblem-solving skillshighly organizeddetail orientedflexibilityinterpersonal skillsability to handle stressprofessional demeanorcuriosityresourcefulness
Certifications
University/Post Secondary Degree