Executive Assistant

Get started on an exciting career at Element!

Element employees make a difference in the lives of others every day. We are re-defining the fleet management industry to be people first, then business – delivering on our promise of a superior client experience. This takes hard work and innovation, and we need more like-minded people on our team.

Executive Assistant to Office of CEO

We seek an Executive Assistant to enable the CEO’s effectiveness and wellness via proactive planning and management of CEO’s focus and impact on strategic priorities and key constituencies. Ensure the office of the CEO runs smoothly, including calendar, travel, meeting management and deliverables. Accountable for leading effective coordination across stakeholders and EA peers – our people, senior leaders, clients, investors and partners - as it relates to the office of the CEO.

Executive Office Management

• Provide a bridge for smooth communication between the Office of CEO and team, demonstrating leadership to maintain credibility, trust, and support.
• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure best use of CEO’s time.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead, including assisting with special projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; making travel arrangements; and completing expense reports.
• Effective organization of calendar, materials, meeting preparation and follow-up actions, decisions, and resolutions
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works from Element Toronto office location 5 days a week to ensure adequate in-office coverage and support, and collaboration across EA team.
• Professional representation of Office of CEO – in-person, over email, Teams etc.

Team Effectiveness

• Provide support to office of CEO including SVP/Chief Administrative Officer based on priorities and capacity including calendar management, travel arrangements, and expense reporting.
• Planning and coordination of work across the team and organization as needed; play a key role in the coordination of efforts both within and outside the department.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Anticipate the needs of others to ensure their seamless and positive experience.
• Effectively resolve conflicts and escalate professionally and in timely manner.

Office and Special Event Support

• Actively participate as leader of broader Executive Assistant cohort, sharing best practices and learnings.
• Collaborate with Executive Assistants across EXE and Administrative Assistants across the broader organization for scheduling and event coordination to ensure appropriate leadership coverage, and proactively resolve when calendar conflicts arise.
• Coordinate backup support to Executive Assistant cohort as required to cover vacation, special events, or leaves of absence.
• Provide event management support as requested.
• Provide hospitality to all office guests and help to create a welcoming work environment.

Qualifications:

• High School education or equivalent; bachelor’s degree preferred. 
• 10+ years’ experience in demanding administrative positions supporting multiple individuals and involving considerable executive exposure. 
• Strong written, verbal, and interpersonal communication skills, with the ability to exercise diplomacy and influence in challenging situations.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Robust interpersonal skills with evidence of teamwork and collaboration
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion.
• Deep experience with Microsoft platform, expense reporting software, and on-line tools

What’s in it for You
• A culture of innovation, empowerment, decision-making, and accountability
• Comprehensive health and welfare benefits that serve the needs of you and your family and foster a culture of wellness
• Additional benefits and amenities, including paid time-off programs (vacation, sick leave, and holidays)
 

Applicants will be required to undergo a background check only if and after a conditional offer of employment has been extended.

Element Fleet Management and its wholly owned subsidiaries are an equal opportunity employer committed to diversity, equity, inclusion, and belonging. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, gender identity, age, sex, sexual orientation, disability, national origin, Aboriginal/Native American status, protected veterans’ status or any other legally-protected factors. Disability-related accommodations during the application and interview process are available upon request. Should you require an accommodation with our hiring process please send an email to [email protected] or call (800) 665-9744.