JOB TITLE:
Executive Assistant & Special Projects Coordinator to the CEO DATE: March 2015 REPORTS TO: CEO / Founder _____________________________________________________________________________ PRIMARY RESPONSIBILITIES This position is responsible for providing administrative support to the CEO and Founder of The Jeffery Group and its subsidiaries including but not limited to the Women’s Executive Network, the Canadian Board Diversity Council and Pamela Jeffery Search. The incumbent is also responsible for working on special projects as assigned, and assisting to manage the office as a whole. ___________________________________________________________________________ KEY ACCOUNTABILITIES General Administration 1. Responsible for all administrative functions on behalf of the CEO and Founder including but not limited to preparing various letters for her signature, mail merges and all documents. 2. Provide back-up for all office functions. 3. Coordinate staff benefits such as staff on-site massages and supporting employee recognition initiatives, etc. 4. Maintain filing systems for the CEO and Founder. 5. Prepare meeting minutes and organize all details for various advisory boards and working committees. 6. Prepare and execute bank deposits. 7. Maintain the Main Server security tapes; loading a new tape each morning and taking the most recent tape off-site. Calendar Management Responsible for providing competent organization of the CEO and Founder’s time and calendar(s) including: 1. Coordinate meetings with external parties, internal staff and organizing luncheons as requested and providing debriefs where necessary for said meetings. 2. Update and confirm all information in the CEO and Founder's calendar using MS Outlook. 3. Add and update contacts in MS Outlook address book. 4. Update and maintain the events and travel calendars; includes booking flights and hotel accommodation to events being attended by the CEO and Founder and preparing her travel folder 24 hours prior to the date of travel. Contract Management 1. Develop and prepare contracts and proposals. 2. Maintain contract and proposal files including the processing of said files. 3. Provide support in the processing of contracts, following up on approvals, answering inquiries. 4. Responsible for ensuring questions / issues are resolved quickly. Top 100 Awards and Summit 1. Assist in the nominations process of Top 100 Awards including but not limited to receiving, organizing and tabulating Nomination Packages and creating and maintaining the nominees list. 2. Maintain the Canada’s Most Powerful Women Master List. 3. Act as liaison with the Top 100 Advisory Board for scheduling meetings, preparing and mailing
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meeting packages, keeping attendance and minutes records and following up with board members. Special Projects and Other Duties as Assigned by the CEO and Founder 1. Able to lead and/or strategically support ad hoc projects. 2. Strong propensity for detailed research and problem solving. 3. Demonstrate substantial project management skills and the ability to manage multiple projects while maintaining the highest level of support to the CEO and Founder. _____________________________________________________________________________ POSITION REQUIREMENTS Education / Experience: Post secondary certification or university degree in administration or equivalent combination of post secondary education and work experience; and, Minimum 1-2 years of experience in an executive assistant capacity. Knowledge, Skills and Competencies:
Excellent computer skills to competently utilize: word processing, spreadsheets, databases, internet, email etc. (MS Office, Word, Outlook, Excel, PowerPoint etc); Ability to retain composure and focus in a fast paced environment; Proven ability to maintain a high level of accuracy and pay strict attention to detail; Excellent interpersonal skills with the ability to work within a highly matrix environment; Strong influencing, interpersonal and diplomacy skills with a high comfort level in dealing with senior management; Excellent organizational, problem solving and project management skills; Bilingualism is preferred but not mandatory; Ability to handle multiple tasks, balance continuous demands, prioritize projects and meet deadlines; and, Maintains the strictest confidence as required.
WORK ENVIRONMENT The Jeffery Group Ltd. (TJG) and its subsidiaries including, but not limited to the Women’s Executive Network (WXN) and the Canadian Board Diversity Council (CBDC) is a fast-paced entrepreneurial environment where high performance is the expectation. Our team is young, energetic and highly educated. TJG strives to meet and surpass the expectations of our members and partners. As such we place strong emphasis on individual accountability and continual process improvement. TJG is equally committed to investing in our team to help them grow in pace with the organization. We create and deliver customized training and development opportunities to help our team meet their personal and professional objectives. TJG is located in the heart of Yorkville, at Bloor and Avenue Road. Flexibility in hours of work in order to meet business requirements is required. May be required to travel occasionally and / or attend off site events meetings. TJG is an equal opportunity employer with a diverse workforce. We provide equal employment opportunities to all employees and applicants for employment without regard to race, colour, religion, gender, sexual orientation, national origin, age or disability in accordance with applicable Provincial laws.
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This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, leaves of absence, compensation, and training.
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