Your Moneris Career - The Opportunity
As the Executive Assistant to the CEO, you will provide executive support in a one-on-one working relationship. You will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. You will have the ability to exercise excellent judgment in a variety of situations, with strong inter-personal abilities along with superior written and verbal communication abilities, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. You will also have the ability to work independently on some projects, from conception to completion. You will proactively identify and anticipate the CEO needs and interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, Executive Leadership Team members and others while handling a wide variety of activities and confidential matters with discretion.
Location: You will be based in our Toronto, ON office and will work in a Hybrid model.
Reporting Relationship : You will report to the President and CEO.
Your Moneris Career - What you'll do
CEO level Executive Support
Schedule Management: Manage an extremely active schedule and calendar of appointments; including planning, coordinating and ensuring the CEO's schedule is prioritized, optimized, followed and respected. Act as a "gatekeeper" and "gateway" role, effectively managing access and situations for direct access to the CEO's time and office completing expense reports. Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Communication: Compose, prepare, review or proof reads correspondence that is sometimes highly confidential; engage directly, and on behalf of the President and CEO, with Board members, internal and external stakeholders and others, often at executive levels, on matters related to the CEO and Moneris’ projects, priorities and other activities. The role requires building positive and sustainable relationships with Board member’s and other executives EA’s.
Travel Coordination: Arrange complex and detailed travel plans, itineraries, and agendas; Compile or prepare documents for travel-related meetings
Administration:
Manage the administrative actions of the CEO including, prioritizing email, overseeing agreements, preparing expense reports, office management, manages CEO files and documentation, creation, management and follow up of agendas, tasks and initiatives, preparing materials for presentations, meetings and conferences, as required, along with meeting minutes and action and task follow-ups
Routinely perform a wide variety of support duties.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
Sort and triage mail; maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for the CEO’s signature.
Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic filing systems
Attend meetings, as directed, and take notes of discussion; prepare the initial draft of minutes and summaries.
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Office of the President:
Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response. Actions include receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Provide a bridge for smooth communication between the President's office and internal Departments and external stakeholders; demonstrating leadership to maintain credibility, trust and support with senior management staff
Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
Serve as the CEO's administrative liaison to board of directors and their executive assistants
Maintain discretion and confidentiality in relationships with all board members
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic, paper or other current format
Senior Management Liaison
Participate, as needed, to support the Executive Team including assisting in scheduling meetings, material presentation, room preparation and, when required, attend meetings
Assist in coordinating the agenda of senior management team meetings and off-sites, and ELT meetings
Facilitate cross-divisional coordination of travel and plans
Communications, Partnerships, and Outreach
Ensure that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
Work with internal and external communication teams or other groups in assessing and coordinating the CEO's outreach activities
Follow up on contacts made by the CEO and supports the cultivation of ongoing Relationships
Your Moneris Career - What you bring
Bachelor's degree required
Strong work tenure: 5-10 years of experience supporting C-Level Executives
Strong capabilities in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat with social media platform knowledge preferred
English required with strong preference for bilingualism in English and French
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail coupled with excellent time management
Very strong interpersonal skills and the ability to build relationships with a broad variety of stakeholders, including staff, board members and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle highly confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to adapt and achieve high performance goals and meet deadlines in a fast paced dynamic environment
Forward looking proactive thinker, who actively seeks opportunities, identifies potential issues and proposes solutions
Your Moneris Career - What you get
Comprehensive Total Rewards Program including bonuses, flexible benefits starting from day 1, and your choice of either a health spending account (HSA) or personal spending account (PSA)
RRSP matching & defined contribution pension plan
Learning & development programs and resources including unlimited free access to Coursera and an Educational Assistance Program
Holistic approach to your well-being, with an Employee Assistance Program for you and your family, access to 24/7 virtual health care, wellness events and a supportive workplace culture
A workplace committed to investing in Diversity, Equity and Inclusion (DEI) through various initiatives including, employee inclusion groups (EIGs), mentorship, DEI learning and workshops, educational events, and various resources including an internal DEI website and newsletter
Company-wide paid year-end closure & personal time off (including religious, personal, and volunteer days)
Find out more about the work perks and benefits you get as a Moneris employee at Moneris.com/careers
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Note: We welcome and encourage applications from Indigenous peoples, people of colour, people with disabilities, people of all genders, sexual orientation and intersectional identities.
We acknowledge that people from equity-deserving groups (including racialized individuals, women, gender diverse individuals, individuals with disabilities, neurodivergent individuals, members of 2SLGBTQIA+ communities and those born outside of Canada) are less likely to apply for jobs unless they feel they meet all the requirements posted. At Moneris, we believe candidates bring experience to their work in many ways. We encourage you to apply and share, in the application form, the transferrable experience you bring, and how this will support your success in this role.
