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Job Details

Executive Assistant

Executive Assistant

• Intermediate Level

Skills: Coordinator

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Summary

Category Assistant

Location Toronto, ON, Canada

Time Period Full Time

Posted Date Aug 18, 2023

Start Date N/A

End Date N/A

Job Description

We are seeking a modern, professional, and experienced Executive Assistant and Office Manager to provide high-level support to a Senior Vice President (SVP). The role will also provide secondary support to three Vice Presidents (VPs). This position requires a dynamic individual who thrives in a fast-paced, hybrid work environment and can contribute to a high-performance team. Our ideal candidate should possess strong software skills, be thorough, have excellent verbal communication skills, and exhibit a high level of energy and proactivity.

EA Responsibilities:

Be highly responsive to direct and anticipated needs; provide fast, accurate, and thoughtful responses to requests, and follow up on action items in support of the executive’s efficiency and effectiveness.
Provide comprehensive administrative support to SVP and VP’s and assist with managing daily schedule, including arranging/coordinating meetings, agendas, appointments, and travel itineraries.
Act as a liaison between the SVP and internal/external collaborators, effectively managing communications and ensuring timely and accurate responses.
Provide effective and expeditious meeting agendas, notes, action items and follow-ups.
Maintain a thorough understanding of company systems and processes and quickly adapt to any new software or technologies implemented.
Conduct research and gather information to support the SVP and VPs in decision-making processes, compiling data into concise and practical summaries.
Manage expense reports, invoices, and other financial documentation for the SVP and VPs, ensuring accuracy and adherence to company policies.
Partner with key partners and their EA's to collaborate, acquire information, problem solve, and achieve desired results.
Manage special projects and take on additional duties and projects as needed.
Prioritize tasks as needed and organize daily. Always monitor emails during working hours and before and after them.

Office Manager Responsibilities:

To act as first point of contact both internally and externally, greet visitors, clients, and employees in a friendly and professional manner, ensuring a positive first impression.
To coordinate and manage front of house duties, including but not limited to, excellent phone etiquette, manage mail/couriers and maintain meeting rooms to high standard, ensure all equipment are present and working daily.
Maintain the cleanliness and organization of the reception area, kitchen, and common spaces to uphold a professional and inviting environment.
Proactively manage service providers ensuring contractual obligations are achieved and expedite any problems with the services provided by them to a satisfactory conclusion.
Maintain a strong communication line with various collaborators, ensuring smooth information flow and effective problem resolution.
Undertake delegated projects from investigation through to making recommendations and implementation.
Assist with cross-functional tasks such as invoice processing, vendor setup, and procurement. Create/monitor/maintain purchase order requisitions, tracking spend and assisting with the annual budget submission.
To facilitate all onboarding, offboarding of employees or contractors.
Assist in organizing and coordinating company events, including meetings, conferences, and social functions, ensuring smooth execution.
Collaborate with various departments, including International Facilities Management (IFM), International HR, and International Technology.
Manage security regulation and processes related to the offices and ensure strict access protocols within employees and external partners.
Ensure compliance with local and Company governance for Business Continuity Plan, Energy Directive Audits, Health & Safety & Security ensuring that policies and arrangements are regularly reviewed and updated to ensure legal compliance.
Active involvement in Paramount’s Sustainability Programme, supporting achievement of Carbon Net Zero by 2030 and ensuring that reporting is suitably defined and delivered.
Responsibilities are not limited to the above description and may be modified at any time.

Basic Qualifications:

Proven experience as an Executive Assistant or similar role, supporting senior executives in a fast-paced, demanding environment. 6+ years of directly related experience, with 3+ years supporting a C suite executive (with supporting references).
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) is essential. Experience with other productivity tools and software is a plus. Candidate will need to pass a proficiency test.
Phenomenal verbal and written communication skills, including the ability to interact confidently with clients, collaborators, and colleagues at all levels of the organization; representing the executives professionally and building effective relationships.

Additional Qualifications:

Ability to quickly learn new software systems and tools, adapting to changes and embracing new technologies that improve efficiency and productivity.
Strong organizational and time management abilities, with an impeccable attention to detail. They should have a keen eye for accuracy, ensuring that all tasks, documents, and communications are error-free and delivered with the highest level of precision.
Ability to thrive in a hybrid work environment, effectively managing tasks both remotely and in-person. They should have the flexibility to adapt to changing priorities, deadlines, and work environments.
A collaborative teammate who can seamlessly integrate into a high-performance team. They foster positive working relationships, communicate effectively, and contribute to a supportive and inclusive work environment.
Strong problem-solving abilities, demonstrating resourcefulness and creativity in finding solutions to complex issues. They think critically and make sound decisions under pressure, while managing a multitude of projects simultaneously.
Professional demeanor, exhibiting tact, diplomacy, and discretion in handling confidential information.
A dedication to personal and professional growth. They seek opportunities to enhance their skills and knowledge, staying up-to-date with industry trends.
A high level of energy and enthusiasm to their work, demonstrating a proactive approach to tasks and a willingness to go above and beyond to support the executives and the team.
Bachelor's degree or equivalent work experience preferred.
Preferred: A genuine interest in the entertainment industry and an understanding of its dynamics can be an asset in relating to the executives and contributing to the studio's overall success.

Job Type Full Time

Weekly Limit N/A

Shift Day

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