Added by on 2014-07-17

DHX Media Recruiting Executive Assistant

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Executive Assistant

Job Type: Full Time
Location: Toronto, Ontario

Responsibilities:

Arranges and coordinates the schedule of executives, including appointments, meetings, lunches, dinners, events, trade shows, seminars, speeches, health appointments, and business related and personal related travel;
Coordinates executive meetings and updates calendars, issuing invitations, rescheduling and reviewing for conflicts and necessary adjustments;
Receives and replies to a large volume of email correspondence and queries daily and monitors the inbox and sent folders of executives to stay current with important issues or correspondence sent during off business hours. Maintains constant contact via BlackBerry;
Answers and screens telephone calls, retrieves and relays phone messages, greets visitors and determines priority levels of matters for the executives;
Organizes conference calls for departments, executives, colleagues and clients – nationally and internationally;
Coordinates for related trade shows internationally including the travel, accommodation, client appointments, registration and logistics while maintaining budget appropriateness;
Reviews and routes incoming mail, composing correspondence as required;
Complies corporate information and conducts business research for the executives as requested;
Schedules board meetings/strategic planning or business planning sessions and organizes catering, room set ups and hotel requirements for out of town attendees;
Prepares and distributes meeting agendas;
Prepares the quarterly Board of Directors and Audit Committee Materials (binders) as well as the responsibility of interim material mailings to Board Members and Audit Committee Members as required;
Completes all business expense reports for the executives, tracking and reconciling monthly;
Oversees the corporate travel requirements and acts as liaison with the travel provider to ensure excellent service and cost effectiveness, making necessary recommendation and adjustments for policy and execution as necessary;
Manages the attendance of selected executives to special events on behalf of the company (galas, fundraisers, award evenings etc.), obtaining and coordinating tickets and invitation distribution and follow ups;
Organizes special meeting (i.e. trade delegation or client visits), coordinating invitations and requirements;
Sources and purchases corporate gifts and floral arrangements on behalf of the executives and distributes notes and holiday cards;
Organizes and maintains the executive filing system and files correspondence;
Makes copies of correspondence or other printed materials;
Prepares outgoing mail and correspondence, including emails and faxes;
Other duties as occasionally assigned.

Education and/or Experience:

University Degree or College Diploma;
Five (5) years work experience supporting a senior executive in a corporate environment;
Experience in the entertainment industry is preferred.

Other Qualifications:

Writing Skills: Ability to draft reports and correspondence with intelligence and exceptional attention to detail;
Interpersonal Skills: Outgoing and friendly professional personality and ability to deal effectively with executives and board members. Flexibility and finesse in business dealings with colleagues as external executive assistance;
Willing to work extra hours;
Discretionary Skills;
Organizational Skills: Ability to prioritize and plan work activities; uses time efficiently to complete assignments on time;

Computer Skills: Advanced skills in Microsoft Word, Excel and PowerPoint

To apply, send your Resume and Cover Letter to hr.toronto@dhxmedia.com We thank everyone for their interest, however due to the number of applications that we receive only those candidates under consideration will be contacted. NO PHONE CALLS PLEASE.
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