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Executive Administration Specialist



Toronto, ON, Canada
Posted on Friday, September 1, 2023

Executive Administrative Specialist

At Interac, we design and deliver products and solutions that give Canadians control over their money so they can get more out of life. But that’s not all. Whether we’re leading real-time money movement, driving innovative commerce solutions like open payments for transit systems, or making advancements in new areas like verification and open banking, we are playing a key role in shaping the future of the digital economy in Canada.

Want to make a lasting impact amongst a community of creative thinkers, problem solvers, technical gurus and high-performance application developers? We want to hear from you.

Reporting to the Vice President, Commercial Partnerships & Client Solutions, the Executive Assistant is a cross-functional and dynamic team member who will be responsible for supporting the Commercial Partnerships & Client Solutions (CP&CS) teams with prioritizing, tracking, and coordinating a variety of time-sensitive tasks, and projects. Leveraging their strong communication skills, the Executive Assistant is an efficient self-starter, managing leadership’s calendars, coordinating projects, external and internal meetings, and events, and administering follow-ups & coordination, operating effectively in a fast-paced environment.

The Executive Assistant thrives in paying attention to small details, is resourceful, and works well in a collaborative setting and building relationships externally and internally. They have a proven track record to self-direct and anticipate needs.

You’ll be responsible for:

  • Supporting the coordination of CP&CS 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.

  • Day-to-day management of the Vice President’s calendar and activities, to ensure high value time utilization of the executives, in relation to external and internal requirements.

  • Briefing and updating the Vice President on upcoming meetings and ongoing obligations.

  • Timely preparation and presentation of materials for key external and internal meetings.

  • Organizing travel arrangements, administrating budget approvals, and preparing expense reports/processes expense claims.

  • Supporting the Vice President on major initiatives (i.e., prepares briefing documents and relevant updates on outstanding projects, identifies issues, develops contingencies, and suggests remedies).

  • Supporting in-person and virtual event planning.

  • Preparing agendas and materials for calls and meetings, notably for Advisory Forums, Quarterly Business Reviews, Operation Committee and other Committees as needed.

  • Assisting with special projects and other duties as needed.

  • Supporting the Vice President in dealing with confidential matters.

  • Providing back-up support to other administrative assistants in other departments as circumstances may require.

  • Coordinating and preparing slides and other CP&CS group documents for Executive and staff communications.

  • Acting as internal liaison within various other departments within the organization including Facilities, HR, Finance, etc.

You bring:

  • 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.

  • 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 & C-Level executives.

  • Strong senses of accountability, integrity, and ability to handle highly visible 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 and external partners.

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

  • Ability to handle stressful situations with measured calmness and decisiveness.

  • Guided by exceptional common sense, maturity, discretion, and the ability to maintain confidentiality.

  • You are proactive and take initiative to make decisions, identify, and recommend improvements on your job function, research, and/or investigate issues requiring resolution to execute on assigned tasks.

  • You demonstrate a positive, professional demeanor, and a passion and interest in Interac.

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