OCS

Executive Assistant - Finance

Job Description

Posted on: 
July 12, 2022

About Us

The Ontario Cannabis Store provides safe, responsible access to recreational cannabis for adults 19 and older. We operate the provincial online store for recreational cannabis in Ontario and are the exclusive provincial wholesaler to authorized private retail stores.

Working at the OCS is a unique opportunity to be part of an agile start-up in a ground-breaking new industry. We are a diverse team passionate about delivering a great customer experience, working together with mutual respect, and building value out of our differences. We’re an inclusive organization that understands that delivering great results comes out of ensuring every voice is heard.

About the Role

We are looking for an Executive Assistant (EA) to join our Finance team. The Executive Assistant (EA) is responsible for handling administrative duties and providing executive level support to the CFO. Reporting directly to the CFO, the Executive Assistant is responsible for office administration, planning and coordination as well as helping to ensure the smooth and efficient functioning of the Finance department. Discretion with confidential information is of high importance.

About Your Day

  • Manage the calendars and day to day schedules of the CFO
  • Support the CFO and her team with preparing Board materials and reports
  • Develop meeting agendas, prepare reports, and obtain material for team meetings, board presentations and/or senior leadership meetings
  • Establish and maintain office administration procedures and activities (i.e., organization of shared drives, records management protocols, and general document management practices
  • Prepare and distribute agendas, meeting minutes and supporting documentation for meetings
  • Coordinate keep up‐to‐date and maintain work schedules and calendars for the C-Suite Executive
  • Review and prioritize incoming correspondence directed to the executive, reroute or copy as appropriate and/or attach pertinent files or related correspondence
  • Prepare and proofread professional and confidential correspondence, memos and documents
  • Maintain an effective filing system (electronic and physical) for the CFO and the team
  • Conduct research, compile data for special reports and projects
  • Summarize research/data/special projects findings in a clear format to provide the C-Suite Executive
  • Plan and execute team workshops, activities, and meetings
  • Coordinate and organize department events and meetings as required
  • Prepare and submit expenses on behalf of CFO and Finance department
  • Liaise with peer executive assistants to ensure superior coverage and support for the senior leadership executive team
  • Coordinate and manages special/ad-hoc projects and events, with attention to details and the ability to prioritize and multitask

About You

  • Post-secondary education in Business Administration or similar area of study OR equivalent combination of education and experience
  • 5+ year of experience as an Executive Assistant (or similar executive administrative role) in a corporate environment
  • Demonstrated ability to work in a fast- paced environment and manage multiple priorities
  • Experience with calendar management, booking meetings, events and scheduled travel
  • Strong planning and organizational skills with ability to prioritize workload and meet timelines
  • Proficient with Microsoft Office applications, including Word, Excel, Power Point, Visio and Outlook
  • Exceptional communication skills (written and verbal) and interpersonal skills
  • Skilled in proofreading, editing, and maintaining attention to detail
  • Able to handle sensitive and confidential matters with discretion
  • Ability to work independently and with the team

Remote Work

  • This position offers a Hybrid work schedule. You will be required to be in the office a minimum of 1 day per week, with the ability to work from home for the remaining workdays (subject to specific business needs requiring office attendance)
  • When working from home, a reliable internet connection is required. Remote work is supported with cloud-based applications

About the Job

  • City: Toronto, ON
  • Employment Type: Full-Time, Permanent
  • Required Travel: Rare, within the GTA
  • Application Deadline: July 15, 2022, at 11:59PM

We are committed to providing an accessible, equitable and inclusive candidate and employee experience. We provide reasonable accommodation throughout the recruitment process and in employment. If you require an accommodation, please let us know, we will work with you to meet your needs.

Responsibilities

Job Requirements

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