Job Title : Executive Assistant
Reports to: 2 Managing Directors,
Hours : 8:30a.m. – 5:00p.m. Monday - Friday (Toronto Canada Time)
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Position Summary :
Executive Assistant to support 2 Managing Directors (and a group of junior bankers), performing all aspects of office duties in a professional, efficient and pleasant manner. Must be a team player, hard worker, enthusiastic, a good communicator and self-motivator. Excellent organizational skills necessary, able to prioritize and juggle several projects simultaneously. Experience working for Senior Partners or Executives and high profile clients required. Experience working for an investment banking firm preferred.
This full time position is critical to the day-to-day operations of RSM and the delivery of high quality service to the studio’s clients. The Office Administrator plays a key role in supporting the principal and the rest of the team. The ideal candidate is: adaptable to rapidly changing circumstances, manage conflicting priorities in order to deliver outstanding work/product, on-time, highly organized, and willing to take ownership of projects and tasks.
Essential duties and responsibilities include the following, but are not limited to:
Manage and update calendars, schedule appointments/meetings.
Arrange complex and detailed travel plans and itineraries and compile documents for travel-related meetings.
Screen incoming calls and correspondence.
Occasional drafting of correspondence.
Faxing, coordinate mailings and copying of documents.
Preparing expense reports.
Arrange closing dinners and or conferences by arranging for facilities, caterer and issuing information and invitations.
Prompt and efficient filing of documents.
Create and maintain database and spreadsheet files.
Assist the principal with daily tasks and research
Check in with the Principal and Project Director to update client project schedules
Maintain the principal’s and team’s calendar; schedule meetings, coordinate travel
Handle shipping, messenger services, etc., including international shipments, and receiving of all mail
Troubleshoot and resolve any business systems issues; including computer and printer problems
Update contacts and maintain mailing list; coordinate and deliver email campaigns
Track and proactively take advantage of marketing opportunities
Monitor website and manage website updates with development firm
Aid the process of tracking staff billable hours in QuickBooks
Basic Book Keeping (entering & paying bills, expense logging etc. in QuickBooks).
Establish office standards (templates, etc.)
Filing and archiving