Project Coordinator/Executive Assistant

Total Compensation:100,000-120,000 Full Benefits on day one+ 4 Weeks of Vacation

This role is downtown Toronto and less than a 5-minute walk from Union Station

The individual will be required to work in the office 2 days per week

THE OPPORTUNITY: Is due to GROWTH and this is a NEW role within an Executive Search firm that is innovative and very collaborative! The company is progressive and forward-thinking and is looking for a Project Coordinator/Executive Assistant to assist two very busy Executives who want a "right arm" and a long-lasting partnership. The ideal candidate would have previous experience working at an Executive Search firm as well as possess strong administrative and problem-solving skills, combined with the proven ability to maintain a high level of accuracy and pay strict attention to detail. If you are proactive, resourceful, service-oriented and really enjoy working in a client facing role then this would be a great career opportunity! This role will be challenging and rewarding due to the variety of duties and responsibilities.

Responsibilities can include but are not limited to:

Proactively manage very busy calendars, ensuring all necessary materials and resources are prepared in advance.

Gather and prepare the necessary information, materials and resources for meetings and events.

Manage multiple projects and ensure all deliverables and deadlines are met.

Create reports and presentations for external stakeholders.

Plan and arrange events for external stakeholders.

Conduct research as well as work with a CRM and ensure all information is up to date and accurate.

Arrange travel (flights, hotel, car service) and make last minute changes as well as provide a detailed itinerary

Manage expenses and ensure they processed accurately and on time.

Ensure a positive and professional experience for all internal and external stakeholders.

Prepare and provide updates to the Executives on a regular basis regarding the priorities and objectives that have changed throughout the day.

Build and maintain strong internal and external relationships, responding to any inquiries in a clear and efficient manner.

Qualifications:

Experience working in an Executive Search/Recruiting firm or experience working for a lawyer or experience in a professional services organization or experience in a client facing administrative role.

Strong influencing, interpersonal and diplomacy skills with a high comfort level in dealing with high profile senior Executives and individuals at all levels.

Ability to take initiative and demonstrate a flexible approach in responding to needs as they arise.

Strong service orientation and sound judgment in assessing requests, with the ability to act on issues and handle situations on the Executive's behalf.

Able to exercise discretion and tact in sensitive and confidential situations.

Strong verbal and written communications skills.

Strong organizational, time management and priority setting skills in order to meet tight deadlines.

Post secondary education (Degree or Diploma) is a definite asset.