Who We Are:
At Emburse, you’ll not just imagine the future – you’ll build it. As a leader in travel and expense solutions, we are creating a future where technology drives business value and inspires extraordinary results.
The Executive Assistant provides administrative support to one or more designated members of senior or executive leadership in the form of managing schedules, travel, expense reporting and coordinating meetings and conferences.
This is a hybrid role, working a minimum of 3 days onsite per week in our Toronto office.
Essential Functions
- Provide administrative support directly related to management or business operations for designated member of senior or executive leadership
- Proactively and meticulously manage the executive’s schedule and accurately manage calendar in Microsoft Outlook using independent judgment and discretion
- Coordinate meetings and conferences; to include scheduling, registration, conference call set up, developing internal meeting agendas, preparing and printing materials, making occasional travel arrangements, maintaining conference rooms and providing on-site support, taking meeting minutes and coordinating catering when necessary
- Maintain equipment for meetings; to include phones, conference lines, WebEx, GoToMeeting and projectors, coordinating with IT when necessary
- Type reports, memos, letters and other documents as needed Develop and maintain files related to meetings, Board, committees, business documents and contacts, ensuring confidentiality standards are met when necessary
- Collect and maintain receipts, travel records and corporate credit card records and statements Interpret and implement company policies to manage the designated executive’s corporate expense reporting using Emburse software, as well as manage the executive’s direct reports’ corporate expense reporting in the way of approving, denying or inquiring into reported expenses
- Coordinate ordering of specialized office supplies, provisions and equipment for designated executive Use independent judgment and discretion with regards to matters of significance to manage all incoming/outgoing correspondences.
Education and Experience
Education: Required: Degree/Diploma in Business Administration or related field
Experience: Required: 5+ years of experience supporting an executive in an administrative capacity
Preferred: Experience in a technology/software industry
Required Skills
- Previous experience directly supporting C-level executives. CEO or Company President a strong plus.
- Reliable and responsive, redirecting questions and concerns to the appropriate personnel in a timely fashion
- Excellent organizational skills with flexibility to re-prioritize as business needs demand
- Ability to work collaboratively with a multitude of departments Proficient in Microsoft Office Suite
- Excellent communication skills, both oral and written
- Ability to work autonomously and as part of a team
- Strong organization skills and ability to manage multiple high priority projects simultaneously and successfully
