As an Executive Assistant with our client in the financial services space, this position will support Upper Management by overseeing office facilities, handling administrative duties, facilitating internal communications, and assisting with various operational projects and initiatives. Reporting directly to the General Manager, this role is crucial for ensuring the efficient functioning of office operations, streamlining processes, and promoting a productive and effective work environment. This is a hybrid role located in North York, requiring 3 days a week in-office.
Role and Responsibilities
Office/Operations Management:
- Develop and implement strategies to improve office efficiency, monitor processes, and address productivity gaps.
- Update departmental manuals and procedures, including safety, contingency, and cybersecurity plans.
- Oversee building maintenance to ensure safe and efficient operations.
- Manage vendor relationships and contracts, ensuring value and service quality.
- Monitor vendor performance and resolve issues promptly.
- Set office standards, draft memos, and assist with staff training.
- Ensure compliance with insurance and government regulations.
- Help plan company social events.
Support to General Manager:
- Assist with project planning, tracking timelines, and providing regular updates.
- Draft communications and reports for Upper Management.
- Prepare data analyses to support decision-making.
- Handle ad-hoc tasks as needed and maintain confidentiality.
- Review weekly reports, provide feedback, and track action items until completion.
Qualifications and Skills
- 3+ years of office administration experience.
- Proficient in Microsoft Office
- Strong verbal and written communication skills; professional, trustworthy, and maintains confidentiality.
- Excellent analytical, problem-solving, and decision-making skills; self-motivated and requires minimal supervision.
- Responsible, results-oriented, and proactive with strong initiative.
- Good interpersonal and team-building abilities; confident in addressing issues promptly.
- High attention to detail and accuracy; organized, energetic, and resourceful with strong time management and multi-tasking skills.
Education
- Diploma or degree in Business or equivalent
Nice-to-Haves
- Office management experience is a plus.