Executive Administrative Assistant, Global Merchant and Network Services

Job Description


Executive Administrative Assistant




This position provides executive level administrative and coordinator support to two (2) Vice Presidents in the Global Merchant and Network Services (GMNS) organization.  The incumbent will report to both these VPs and work in close collaboration with key stakeholders to ensure operational excellence.  This role is based in Toronto.




Key responsibilities include but are not limited to the following:




VP Level Support





  • Oversight of calendar management including scheduling in person and virtual meetings across multiple markets
  • Communication support in developing and producing Recognition, contests, Town Hall content and documents
  • Travel planning, including itineraries and expense management
  • Team meeting coordination across time zones (e.g. Town Halls, senior leader deep dives, Partner meetings, team meetings etc.)
  • Manage key team files, contact lists and organizational charts
  • Handling correspondence, including email and voicemail
  • Research and resolve issues where applicable
  • Assistance with special projects and initiatives as requested 





Team Level Support




  • Manage on-boarding process for new colleagues such as securing laptops, system access, etc.

  • Manage payroll system for team including contractors, tracking holiday and sick days for team in Canada

  • Supply ordering and inventory maintenance

  • Follow-up on mandatory compliance training, ensuring that all employees complete on-time
  • Organize mail distribution and manage distribution lists for colleague communication for GMNS




Required Skills/Qualifications:

  • Proven administrative excellence with the ability to collaborate effectively at all levels of the organization
  • The ability to work both independently and within a team structure and willing to step outside the scope of normal responsibilities
  • Ability to work effectively with minimal supervision, self-disciplined and able to prioritize workload
  • Excellent organizational and time management skills.  Well-developed multi-task management and prioritization skills with the ability to make informed judgments
  • Strong attention to detail
  • Knowledge of MS Office (Word, Excel, PowerPoint and Outlook) and web-based systems (Oracle, Stream, myHR, Concur, StratusTime, etc.)
  • Flexibility to go above and beyond planned tasks in support of the team's success


ReqID: 20000293
Schedule (Full-Time/Part-Time): Full-time
Date Posted: Jan 8, 2020, 9:09:31 AM