Executive Assistant

Summary

This family-owned Canadian hotel investment, development, and management company is currently looking for a hard-working team player to fill the position of Executive Assistant. Reporting to the Chief Operating Officer, the successful candidate is expected to be self-motivated, organized, accurate, efficient, analytical, and able to multi-task and meet stringent deadlines. This role will coordinate and manage executive scheduling, prepare and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the COO, connecting organizations, projects, and critical business information to the COO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the business. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the needs of the leadership team. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Team, Board of Directors, and leaders that report to the COO. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion. Salary is $85K

Responsibilities

Description

• Work directly with the COO to support all aspects of daily work routine.
• Maintain the COO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the COO, team and the public. This includes receiving and screening the COO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other team members as needed; play a key role in the coordination of staff efforts both within home office and with the hotels.
• Provide coordination, monitoring, and communication of projects and programs managed by the COO and Executive Committee.
• Serve as a primary point of contact between the Office of the CIO and IS governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Assist the CIO in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the COO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the COO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

In addition to the core job requirements, skill sets and work-related experience; the ideal candidate will illustrate the ability and drive to:

• Drive the corporate culture, personifying it in daily interactions with both guests and team members;
• Be an engaging leader who is highly inclusive, inspiring and able to relate to all levels;
• Create a fun and supportive working environment where team members aspire to do what is right and are given the empowerment to execute.

Requirements

Requirements

• Administration/Business certificate or degree preferred
• Minimum two years’ prior experience in supporting a senior executive or team
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills

The Ideal Candidate Is:

• A detail-oriented self-starter
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with senior executives, ownership and professional partners and advisors
• A team player capable of cultivating productive working relationships across the company
• Someone who thrives in a fast-paced environment
• Resourceful, has a can-do attitude and likes to bring fun to the workplace