The Executive Assistant position provides high-touch administrative support to the Managing Director and members of the executive team. Responsibilities include managing schedules
organizing meetings
preparing expense reports
coordinating travel and management team events
and assisting with various tasks to ensure smooth operation. Strong organizational
communication
and time management skills are essential for this role. YOUR DAY TO DAY Help the Managing Director manage their time effectively
ensuring that meetings and tasks are scheduled efficiently. Address and resolve administrative issues and challenges that arise
using initiative and problem-solving skills (e.g. technology related troubleshooting) Arrange travel itineraries
accommodations
transportation
and other logistics for the Managing Director/executive's business trips. Complete the expense claims on behalf of the Managing Director/executives
ensuring that the expenses reconcile to their corporate credit card and in compliance with the relevant company policies. Track and manage expenses
process invoices as required. Coordinate monthly management team meetings and any catering requirements. Support RBH legal Counsel in managing NDA’s
Company Resolutions
Trademark searches. Responsible for liaising with the intellectual property Center of Expertise
maintenance of meeting books
amending documents and support in preparing PowerPoint presentations. In collaboration with People Engagement and Workplace Experience teams organize company events end-to-end
including company-wide meetings and celebrations
senior leadership offsite and support senior leadership to coordinate department events and meetings including logistical arrangements and coordination with participants. As RIM Delegate acquire
use and promote know-how on the Global Retention Schedule
ensuring that records for the function are accurately processed
to pursue zero physical records outside the Global Retention Schedule. Participate and at times drive initiatives/projects assigned by the Managing Director which promotes engagement
transformation and communicating within the business across functions. Prepare contracts to be reviewed and approved in CLM system Create Purchase Requisition/Purchase Orders and reconcile payment process Assist in the month end accrual and reconciliation for legal department budgeting process WHAT WE ARE LOOKING FOR Education: Post-secondary education with a certificate or diploma in business administration/office administration or management or related field
combined with senior administrative experience. An equivalent combination of education
training and experience may be considered. Experience providing administrative support to senior or executive management. Work Experience: A minimum of 3-5 years’ experience supporting a senior executive or executive team Strong proficiency in Microsoft Office Suite (Word
Excel
PowerPoint
Outlook). SAP knowledge and experience would be an asset. Other skills/function-specific: Ability to display initiative and work independently under minimal supervision. Ability to lead and implement change to improve administrative processes and procedures. Excellent written communication skills with the ability to draft
proofread and edit various correspondence
including letters
memos
reports and authority seeking documents with strong attention to detail and high degree of accuracy. Excellent verbal communication skills with the ability to communicate effectively. Strong interpersonal skills with the ability to work effectively with a team of internal and external stakeholders. Strong political acumen with the ability to handle highly sensitive and confidential issues. Discretion and professionalism when dealing with confidential information. Strong organizational and time management skills
including the ability to prioritize work to manage multiple deadlines with limited lead time. Be flexible and adaptable to changing priorities and requirements in a fast-paced environment. Possess the drive and motivation to achieve results that reflect high standards of quality and excellence.