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Careers: Executive Assistant
Current Openings

Executive Assistant

We are a rapidly growing 8-person team, based at Adelaide and Peter in Toronto. Our success comes from our people and we are looking for a tactful and experienced Executive Assistant to join our team and enable senior leaders to remain focused on their strategic mandates.

At the core of this position is a need for someone that’s always looks for opportunities to simplify the lives of those they support. This is a great opportunity to work with a team of dedicated and focused professionals and to join a Canadian-owned company in growth mode.

Responsibilities

This is a critical role at Vantage – you will be responsible for supporting the CEO and CTO in the day-to-day operations of running our company.

  • Coordinate logistics including calendar, meetings, communications, travel, social events, special projects, and events as requested
  • Prepare, manage filing/retrieval of documents and correspondence as required including – formatting, content, grammar, spelling and editing as necessary
  • Oversee completion of expense reports, payment of invoices, and other related duties.
  • Effectively and proactively manage two calendars, comfortably prioritize and schedule agendas of internal and external executives
  • Organize meetings and events involving geographically separated stakeholders
  • Maintain office, office supplies, deal with building management, organize improvements, and suppliers.
  • Support with new hire recruitment via sourcing, organization and scheduling, and managing new hire equipment and space set-up
  • Involvement in managing multiple projects related to Client and Investor Relations
  • Review operating practices and implement improvements where necessary
  • Event management and execution: Coordinate attendee, speaker, sponsor and venue/vendor logistics without issues, keep relevant databases up to date and accurate, ensure all pre/post event materials are managed accurately and delivered on-time, and supervise on-site experience
Qualifications & Experience

This position requires the ability to work within a team as well as the ability to work independently. We’re looking for someone who is self-motivated and a great communicator. The candidate must demonstrate the ability to make sound decisions and take ownership of tasks.

  • 3-5 years’ experience as an Executive Assistant
  • Strong knowledge of office procedures and practices.
  • Ability to exercise good judgment, show initiative and be proactive
  • Excellent interpersonal, written and oral communication skills
  • Excellent time management, organizational and presentation skills
  • Superior ability to quickly assess degree of priority as volume of projects is high; this job requires an ability to calmly reprioritize with little notice
  • Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in workflow
  • Flexibility and willingness to work extended hours when required
  • Proficient with Office Suite (Outlook, Word, Excel, Power Point) and Google Docs.
  • Comfortable with using mac applications to improve productivity and workflow
  • High standards of ethics and confidentiality to handle sensitive information and professionally interact with employees, management and key contacts and clients
  • Experience managing complex travel arrangements and multiple calendars
  • Experience ensuring complex expenses are reconciled flawlessly
Assets
  • Post-Secondary Degree or Diploma
  • Experience working with a CRM system an asset
  • A faculty for numbers; experience managing budgets/doing financial reporting an asset
  • Previous experience with tech start-ups is a bonus!
  • Please submit c.v. with cover letter to GreatPeople@gotVantage.com
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