Location
Toronto, ON | Canada
Job description
At Multiplex, we shape skylines across the globe. As a pioneering construction business, we build complex, iconic and sustainable structures that stand the test of time and add to the economic, cultural and community life in the areas we operate. We have the boldness to take on projects others say can't be done. We have the entrepreneurial spirit to challenge preconceived ideas. We have the determination to unlock and deliver value where others cannot see it.
We are seeking an Executive Assistant to join our team on a one-year contract!
Position Summary
This position would suit a highly proactive individual who is flexible with excellent organisational skills, operating in a fast moving, growing business. While the role will primarily support the Global CFO (60%), it will also support up to 4 other members of the Canadian Leadership Team (40%).
Key Responsibilities
Support to the Global CFO
- Calendar management
- Coordinate all internal meetings in an efficient manner
- Liaise with Reception to arrange meeting rooms and hospitality as required
- Ensure the day runs smoothly and there are no issues or overlapping meetings. All external meetings should be confirmed the day before
- When necessary, ensure CFO is aware of upcoming meetings when meetings are running over time – must be aware of their location at all times
- Ensure CFO is prepared in advance of meetings - research on companies or individuals and give a brief
- Prepare agenda items for meetings
- Screen phone calls and take messages, where appropriate
- Manage the flow of correspondence and maintain accurate records
- Organize the production of reports as and when required
- Manage Global Board schedule and documents. Ensure information is ready for Board in a timeline manner, working with the CFO and CEO (or his EA) to compile agenda's
- Manage Global Executive Management schedule and documents. Ensure information is ready for Board in a timeline manner, working with the CFO and CEO (or his EA) to compile agenda's
- Ensure that company standards are met regarding documentation processes
- Sort assigned post and deal with routine enquiries and confidential correspondence, drafting replies where possible
- Produce/amend presentations using PowerPoint software
- Record meeting minutes and produce list of action points from meetings when required
- Manage key contacts and business cards in Outlook as well as VIP lists
- Organize travel and hotel accommodation where required in accordance to the travel policy
- Process corporate card and cash expenses in a timely manner
- Create ad-hoc letters and other business documents
- Maintain hard copy and/or e-filing systems
- Send group e-mails to the company on behalf of CFO
- Review all documentation issued for signing and query discrepancies as required
- Any other ad hoc duties as requested
Support to the Canadian Leadership Team (LT) Members
- Calendar Management
- Advance preparation and coordination of interviews with candidates
- Process corporate card and cash expenses in a timely manner
- Organize travel and hotel accommodation where required in accordance to the travel policy
- Liaise with Reception to arrange meeting rooms and hospitality as required for meetings requested by LT members
- Create ad-hoc letters and other business documents
Office Responsibilities
- Proactively identify operational improvements within the office and develop a plan to enhance efficiency
- Provide reception desk coverage when needed
Education & Experience
- Excellent working knowledge of Microsoft Outlook, Excel, Word and PowerPoint
- Minimum of 5 years executive assistant experience to C-Suite member(s)
Required Skills & Education
- Excellent organizational skills with excellent communication and interpersonal skills
- Proactive and able to work on own initiative, decisive, resourceful and quick to see the priorities
- Strong attention to detail
- Flexible and adaptable
- Resilient, with strong team focus
- Quick to respond and take action
- Well-presented and mannered, particularly as dealing face to face with clients
- Forward thinking and able to spot potential issues before they occur
Work Environment
- Fast paced, dynamic and innovative work environment
- Sitting, standing, walking, bending, light lifting, climbing stairs
- A team-oriented and progressive workplace that recognizes and rewards the “outside the box” approach
- Dedicated to developing successful employees – We invest in our people and provide a wealth of career development opportunities across job functions
Multiplex is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.
Multiplex is an Equal Employment Opportunity employer and does not make hiring decisions based on status in a protected class.
Multiplex believes in a culture of honesty and openness that is rooted in our want for continual improvement. We show this commitment through our accreditations to ISO 9001:2015, 14001:2015, 45001:2018 and COR 2020
Multiplex is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Multiplex is an equal opportunity employer and strives to ensure that its hiring process meets the needs of all persons with disabilities. As such, Multiplex will provide reasonable accommodation for any applicant, as requested during the hiring process. If you require a specific accommodation because of a disability or a medical need, please contact us at 416 359 8559or by e-mail at [email protected] . This ensures that the appropriate accommodations are arranged before the commencement of employment.
Job tags
Salary
