Job Title

Kilmer, a Toronto, Ontario based company, has an immediate opening for an experienced Executive Assistant. The successful candidate must be highly organized, and able to assist a few executives at the same time. This position offers exciting opportunities and rewarding challenges in a small team setting.Kilmers approach stems from our successful and deeply rooted operating history. We have owned and operated leading Canadian businesses in many industries including: construction, infrastructure, cable TV, apparel, food processing, public-private partnerships, softwood lumber, beverage bottling and distribution, call centres, gaming, professional sports franchises and media and entertainment.For decades our team of investment managers have worked together in partnership with visionary management teams. We have built a successful track record backing Canadas strongest business leaders to affect their transformational plans.Job SummaryTo provide a broad range of administrative and secretarial support services to the named executives as needed, and the broader office staff, in order to free up the executives time to focus on their specific corporate responsibilities.Duties and responsibilities:The Administration function is a vital part of the office. This highly skilled group of administration professionals supports the Companys Executives, including the Treasurer and General Counsel increasing time available for Executives to focus on driving the business.This position will require 5 days per week office attendance in our Toronto office. You will report directly to the Executives you support along with a dotted reporting line to the Office Manager.What you will do:Proactively manage the different Executives calendar, including coordinating schedules for company-related business as well as external meetings, while anticipating and resolving scheduling needs and roadblocks before they arise.Organize and provide meeting materials; including consolidating information from various sources and make changes as necessary.Action communications and respond in a timely fashion. Independently action routine enquiries and escalate complex enquiries to appropriate parties based on knowledge of practice, structure and work processes.At the discretion of the Executive, monitors their email inbox and flag and prioritize emails based on urgency and subject matter.Take responsibility for Executives contact management.Arrange domestic and international travel (flights, transportation, accommodations, etc.) including business visas and other explanation, clarification, and diplomacy. Book hotel accommodations, car rentals/services, restaurant reservations as may be required.Assist in the preparation and submission of expense reports for Executives supported.Develop and maintain a strong relationship with the Executives in order to anticipate needs and provide timely, proactive support and regular updates.Organize and ensure the maintenance of all necessary files and retrieval system that permits the accurate filing of documents and on-demand retrieval of information.Maintain corporate records and related documents in paper and electronic format as required, ensuring compliance with regulatory requirements and ease of retrieval.Assist the General Counsel with the review and preparation of standard non-disclosure agreements and maintaining the firms NDA Tracker.Provide back up to the EA to the CEO/Chairman when required.Be a primary back up to the receptionist, including breaks, vacations, and illnesses.To receive, greet and direct all visitors and incoming telephone callers to the appropriate party; to manage all incoming documents, couriers and supplies and distribute as directed, when sitting in the reception area.Perform other duties as assigned from time to time.Qualifications:College diploma or an equivalent combination of education/experience in administrative assistant skill set.Minimum five (5) years administration experience.Intermediate/Advanced proficiency with MS Office Word, Outlook, Excel, and PowerPoint, etc.Demonstrated interpersonal and relationship management skills- able to work as part of the wider team, as well as individually.Client-first mentality and ability to provide a high-quality client experience with timely and professional responses.Effective multi-tasking in a high-pressure environment, with the foresight to plan ahead, anticipate changes, evaluate, interpret, use sound judgment and respond in a proactive manner.Ability to work under a high degree of independence with minimal supervision.Excellent attention to detail has thorough approach to ensure that all details are managed and documented.Ability to withhold sensitive and confidential information.Excellent communication skills both verbal and written.Exceptional time management and organizational skills.Proven ability to deal with sensitive materials with a high degree of tact and discretion.This position requires written and oral fluency in English.We are accepting applications until April 21st, 2025.We are an equal opportunity employer. committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected status, gender identity or any other factor protected by applicable laws. We thank all those who submit their rsums. Only those selected for further consideration will be contacted.