Executive Assistant
Ontario Institute for Cancer Research
full-time
Posted on:
Location Type: Hybrid
Location: Toronto • Canada
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Salary
💰 CA$66,000 - CA$74,100 per year
About the role
- Provide proficient administrative support to three senior leaders and their departments, including the SVPGCFO, the Senior Director, Finance and the Senior Director, Human Resources, on a wide variety of complex and confidential matters.
- Interact with senior team members on key projects.
- Keep abreast of key deliverables for the SVPGCFO, anticipating business requirements, effectively prioritizing schedules and managing calendars, coordinating meetings and agendas, taking and distributing completed minutes in a timely fashion and ensuring deadlines are met.
- Prepare and coordinate materials for Board Meetings and subcommittee meetings, as required.
- Prepare and monitor Finance and HR budgets.
- Handle correspondence, coordinate and track the submission of invoices and expenses and investigate any discrepancies.
- Perform budgetary and expense reporting support functions.
- Partner with managers to assist in organizing staff meetings, as required.
- Coordinate internal communications for corporate priorities; liaise with internal stakeholders.
- Draft day to day correspondence.
- Review and edit written documents.
- Prepare presentations.
- Act as a trusted liaison with administrative staff within OICR and with external stakeholders.
- Handle all general office duties such as ordering supplies, arranging for pick-up and delivery of courier packages, photocopying, etc.
- Update department organizational charts.
- Arrange travel.
- Set up meeting rooms and arrange refreshments.
- May require work outside of standard business hours to support meetings, on occasion.
- Assist with special projects as assigned including corporate wide initiatives.
- Provide backup to reception when needed.
- Perform other duties as consistent with job classification, as required.
Requirements
- Post-secondary education or recognized equivalent
- Experience with supporting a Senior Leader in a comparable administrative role
- Excellent time management, planning and organization skills
- Results-oriented mindset coupled with a strong sense of urgency
- Advanced computer skills (Microsoft Word, Excel, Outlook, PowerPoint)
- Experience in working with Microsoft Project, Visio and Adobe Acrobat
- Excellent communication skills, both oral and written
- Very strong attention to detail
- Excellent interpersonal and customer service skills
- Ability to effectively interact with all levels of staff and management.
- Maintains confidentiality and professional approach at all times, exercises appropriate level of tact and discretion when handling sensitive matters or difficult situations
- Must be a team player and able to work collaboratively across departments.
- Proven ability to multi-task, manage projects and meet deadlines
- Adaptable and proficient at working in a new and fast paced environment.
Benefits
- competitive benefits plan
- defined benefit pension plan (HOOPP)
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
budgetingexpense reportingcalendar managementmeeting coordinationdocument preparationpresentation preparationtime managementplanningorganization
Soft skills
communicationinterpersonal skillscustomer serviceattention to detailteam playeradaptabilityresults-orientedconfidentialitytactdiscretion
Certifications
post-secondary education