Executive Assistant – Mat Leave Contract

Quark Expeditions is seeking a professional and personable candidate who is looking to combine a love of efficiency with their solid organizational, research and communication skills to support our Executives. The position will be based at our Toronto office as part of our Admin Team. As an Executive Assistant, you are a resource for the Executives you support. You provide assistance with scheduling, administrative tasks and anything else that is required. The Executives count on your capabilities, organizational abilities and discretion. In fact, they would be hard pressed to function without you.

The Executive Assistant reports directly to the Senior VP, Operations and has no direct reports. There would be daily contact with the Executive team and all other staff members.

Key responsibilities:

  • Maintain and manage calendars for the President and 4 other Executives
  • Anticipate and solve complex scheduling issues
  • Prepare agendas and make meeting arrangements, such as room set up & preparation, catering, internal & external room bookings, send invitations, set up remote access dial ins/GoTo Meetings (and other remote access / meeting software as applicable), take minutes and assist in meetings running to time, etc.
  • Communicate directly, professionally, and on behalf of the Eexecutive, with their his direct reports, other Executives, stakeholders and partners
  • Maintain a high degree of confidentiality
  • Prepare PowerPoint presentations as well as reports, letters, and other documents, using Microsoft Word and Excel
  • Organize flights, visas, hotels, and cars for domestic and international travel and meetings
  • Prioritize conflicting needs
  • Handle one-off-matters proactively and quickly
  • Reconcile monthly credit card invoices and create Expense Reports for the Exec team
  • Prepare couriers and maintain stationery supplies for the Exec team
  • Provide ongoing support to the Executive team

Key requirements skills and qualifications:

  • Excellent attention to detail and strong organizational skills
  • Strong sense of integrity and ability to maintain confidentiality
  • Collaborative worker with excellent communication skills
  • Strategic and innovative thinker
  • Ability to work under pressure and changing priorities
  • Confidence using Microsoft Word, Excel, PowerPoint and Outlook
  • Proactive and strong problem solver

About Quark

The Company Quark Expeditions is the world leader in polar adventure travel. Since 1991, Quark has been establishing a tradition of firsts in polar travel: as the first to transit the Northeast Passage with adventure travelers; the first to take travelers to the far side of Antarctica; and the first to circumnavigate the Antarctic continent with guests. Quark is recognized for its diverse fleet of passenger vessels and offers the widest variety of polar itineraries of any other adventure company.

Title: Executive Assistant – Mat Leave Contract
Location: Toronto, ON.

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