Executive Assistant, Operations

Manage calendars and scheduling across four Vice Presidents

Coordinate meetings across a large and geographically dispersed organization

Proactively identify and resolve scheduling conflicts

Coordinate travel, accommodations and itineraries

Complete expense reports and routine administrative requirements

Help leaders stay ahead of upcoming meetings, commitments and deadlines

Coordinate recurring Operations leadership meetings, planning sessions and off sites

Own the logistics, including rooms, catering, technology, invitations and materials

Help organize agendas and distribute materials in advance

Coordinate follow ups and action items when required

Host visiting leaders and teams when they are in the North York office

Coordinate team events, recognition activities, celebrations and engagement initiatives

Help organize larger Operations meetings and leadership gatherings

Be a visible and helpful point of contact for the Operations leadership team

Work closely with other Executive Assistants and support teams across Lifemark

Step in and solve the everyday logistical issues that inevitably come with supporting a large, busy team

5+ years of experience supporting senior leaders or a busy leadership team

Excellent calendar, scheduling and organizational skills

Strong judgment and the ability to work independently

Someone who anticipates needs rather than waiting to be asked

Comfortable supporting several leaders with competing priorities

Highly responsive, reliable and detail oriented

Strong interpersonal and communication skills

Discretion and good judgment with confidential information

Tech savvy and curious about new tools, with strong proficiency in Outlook, Teams, OneNote and Microsoft Office

Comfortable using AI tools such as ChatGPT to work smarter, improve efficiency and reduce administrative work

Naturally looks for better ways to organize information, automate routine work and make the leadership team more efficient

Comfortable working in a fast-moving environment where priorities can change quickly

You like being the person who knows what is happening, what needs to happen next and who needs to be where. You are naturally organized, calm under pressure and comfortable nudging senior people when something needs their attention. Most importantly, you get satisfaction from making a team run better. When you are doing your job well, four busy executives have more time to lead, meetings are organized, travel works, people know where they need to be and the Operations team feels well supported.

We are committed to creating an inclusive environment where people from all backgrounds can thrive. Improving inclusion and equity is a collective responsibility. Lifemark promotes equal employment opportunities for all job applicants, including but not limited to those self-identifying as a member of the employment equity groups: Indigenous peoples, Newcomers to Canada, Women, and Visible minorities.

Accommodation

Accommodations are available on request for all candidates taking part in any aspect of the recruitment and selection process. Email us at Talentatlifemark.ca

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