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Executive Administration Specialist (12-month contract)



Toronto, ON, Canada
Posted on Saturday, July 15, 2023

Executive Administration Specialist

Reporting to the Chief Financial & Risk Officer, the Executive Administration Specialist is a cross-functional and dynamic team member who will be responsible for supporting the Finance & Risk teams with prioritizing, tracking, and coordinating a variety of time-sensitive tasks, and projects.

Leveraging strong communication skills, the Executive Administration Specialist is an efficient self-starter, managing leadership’s calendars, coordinating projects, meetings & meeting materials, and events, and administering follow-ups, operating effectively in a fast-paced environment.

You thrive in paying attention to small details, is resourceful, works well in a collaborative setting and have a proven track record to self-direct and anticipate needs.

You're great at...

  • Supports the coordination of Finance & Risk leadership by tracking and managing priorities, critical tasks, and calendars, including the scheduling of internal and external meetings, managing timelines, booking travel, and following up on critical next steps.

  • Responsible for the day-to-day management of the Chief Finance & Risk Officer (CFRO) & Deputy

  • Chief Financial Officer’s (DCFO) calendars and activities, to ensure high value time utilization of the executives, in relation to external and internal requirements.

  • Briefs/updates the CFRO & DCFO on upcoming meetings and ongoing obligations.

  • Responsible for the timely preparation and presentation of materials for key external and internal meetings.

  • Organizes travel arrangements, administrates budget approvals, and prepares expense reports/processes expense claims.

  • Supports the CFRO & DCFO on major initiatives (i.e., prepares briefing documents and relevant updates on outstanding projects, identifies issues, develops contingencies, and suggests remedies).

  • Supports in-person and virtual event planning.

  • Prepares agendas and gathers materials for Finance & Audit Committee meeting. Supports the compilation of materials for the Board Risk Committee meeting.

  • Assists with special projects and other duties as needed.

  • Supports the CFRO & DCFO in dealing with confidential matters.

  • Provides back-up support to other administrative assistants in other departments as circumstances may require. Coordinating and preparing Board of Director slides and other Finance & Risk group documents for

  • Executive and staff communications.

  • Acting as internal liaison within various other departments within the organization.

Who are you?

  • Must be eligible to work for Interac Corp. in Canada in a Full Time Capacity

  • Excellent organizational skills. Flexible and able to multi-task, with demonstrated resourcefulness in setting priorities.

  • Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas.

  • Ability to write reports and business correspondence.

  • Outstanding grammar and proofreading skills.

  • Ability to effectively present information and respond to high-level inquiries from internal and external stakeholders including the Board of Directors.

  • Strong senses of accountability, integrity, and ability to handle highly visible and confidential responsibilities.

  • Excellent analytical skills; ability to quickly aggregate and analyze information.

  • Ability to take initiative, act independently, and direct one’s own work.

  • Ability to work collaboratively and build effective relationships with key stakeholders, the Board of Directors, and external partners.

  • You have strong proficiency in MS Office products (Outlook, Word, Excel, PowerPoint, Visio).

  • Post-secondary degree/diploma and 5-7 years of executive-level administrative support experience

  • (C-Suite support preferred); OR, equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been successfully achieved.

Interac requires employees to complete a background check that is completed by one of our service providers. We use this service to complete the following checks:

  • 5-year employment verification;
  • Canadian criminal record check;
  • Education verification;
  • Canadian ID cross-check;
  • Public safety verification; and
  • Credit inquiry

How we work
We know that exceptional people have great ideas and are passionate about their work. Our culture encourages excellence and actively rewards contributions with:

Connection: You’re surrounded by talented people every day who are driven by their passion of a common goal.

Core Values: They define us. Living them helps us be the best at what we do.

Compensation & Benefits: Pay is driven by individual and corporate performance and we provide a multitude of benefits and perks.

Education: To ensure you are the best at what you do we invest in you