Executive Assistant - Jobs in Toronto

Job Description

OPPORTUNITY This is an opportunity to be the right-hand to Fengate’s Executive Vice President, Investor Relations and Capital Formation and Director, Capital Raising. The successful incumbent will elevate the level of executive support as a trusted advisor and confidante. They must have a genuine interest in understanding Fengate’s business as they will be key to its continued success and growth. They must have experience in a fast paced, dynamic environment where a high degree of professionalism, confidentiality and flexibility are required. The individual will be a pro- active performer that demonstrates excellent initiative and judgement. This individual must have strong interpersonal skills to be able to liaise with all internal and external stakeholders

• The ability to deal with ambiguity and handle changing and competing priorities is a must
• The successful candidate will learn quickly and be able to demonstrate organizational awareness and business acumen
• This role requires someone willing to work extended hours when required (not regularly) as well as someone willing to be on call as needed

KEY RESPONSIBILITIES

• Strategically manage and plan the executives’ schedule, travel, day to day activities, meetings, guests, calendaring, emails, phone calls, etc., to facilitate the most efficient use of time

• Demonstrate solid judgement in acting as a gatekeeping around priorities and appointments
• Assist in creation and proofing of presentations and e-mails, specifically with Microsoft Word and PowerPoint
• Assist in preparation of board materials
• Inbox management, organizing, prioritizing, and responding to correspondence
• Represent the executive’s personal brand and as a brand ambassador of Fengate
• Manage the executive’s presence in industry networks
• Support the daily functioning of the Investor Relations and Capital Formation team and liaise effectively with leaders
• Coordinate and manage special projects, team meetings or events with focused attention to details
• Effectively manage relationships with internal teams and well as key external relationships, notably investors and partners
• Lead by example to work effectively and collaboratively with the other executive assistants in the organization

• Provide assistance to ad-hoc business requests as needed
• Maintain all records and files in an organized and efficient way

RequirementsKEY QUALIFICATIONS

• Completion of secondary education plus a minimum of 7+ years of administrative experience
• Previous experience supporting a SVP-level executive and above
• Excellent interpersonal and communication skills, both verbal and written
• Proven ability to multi-task and work effectively under pressure in a fast-paced environment
• Willing to work flexible hours and be on call to meet challenging and changing deadlines
• Ability to flex between locations, split time between Fengate’s Oakville and Toronto office as required
• Strong organizational skills with a proven ability to prioritize
• Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information
• Excellent attention to detail, especially in preparing documents and presentations
• Advanced skills in managing calendars in MS Outlook as well as experience in office workflow and productivity tools including MS Office (PowerPoint, Excel)

CORE COMPETENCIES

• Being Authentic – Inspiring trust and being courageous.
• Focusing on Performance – Being accountable and driving results.
• Understanding Stakeholders – Knowing the needs of those who rely on you.
• Building Effective Relationships – Collaboration and communication.

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in. We are committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs. We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.