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Location: Headquarters (Toronto), ON, Ontario, Canada 
Requisition ID: 28547 

Schindler stands for mobility. Mobility needs experts.
Join our team in Headquarters (Toronto), ON.

Founded in Switzerland in 1874, the Schindler Group is a leading global provider of elevators, escalators, and related services. Schindler mobility solutions move one billion people every day all over the world. Behind the company's success are over 60,000 employees in more than 100 countries.

With U.S. Headquarters in Morristown, New Jersey, and Canadian Headquarters in Toronto, Ontario, Schindler Elevator Corporation is the North American operating entity of the Switzerland-based Schindler Group. Schindler is one of the leading global manufacturers of elevators, escalators and moving walks. Schindler employs over 5,000 people in more than 230 locations in North America. The company specializes in latest-technology engineering as well as mechanical and micro-technology products designed and rigorously tested for comfort, efficiency and reliability. Schindler products can be found in many well-known buildings throughout Canada, including Scotia Plaza, Bay & Adelaide, Edmonton Arena, Calgary Airport, and Vancouver Canada Line.

Executive Assistant to the President (Headquarters, Toronto)

Mobility is the goal

Primary Function

Reporting to the President, the Executive Assistant is a professional level position providing services essential to the mission of the organization and the day to day operation of the President’s office and the Senior Leadership Team.  Duties will include a wide range of executive level support ranging from: coordination of information flow, ensuring accurate and timely delivery of senior level administrative services, in addition to a variety of tasks and analysis related to strategic projects and key initiatives in the finance, marketing and sales areas. S/he will be responsible for project management which will enable attainment of corporate goals and key objectives. Working closely with the Finance, Sales, Field Operations, and the Technical Organization will be essential to ensure alignment of objectives and milestones.

Essential Duties and Responsibilities

  • Provides comprehensive support services to the President that ensures a professional, responsive and effective experience with the organization as a whole.
  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
  • Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
  • Assists in Safety Management and Coordination by researching, planning, developing and implementing programs and procedures necessary to meet the Organization’s compliance and safety needs.

Job Duties

Office Management Related

  • Writes error-free, eloquent emails and letters for various events and announcements.
  • Updates and maintains phone lists for President.
  • Manages contacts using Outlook to conduct up-to-date database entry.
  • Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the President and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
  • Accurately tracks expenses for President by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
  • Maintains confidentiality and uses a high degree of discretion.
  • Works in a professional and focused manner to schedule internal and external meetings including, but not limited to Board meetings.
  • Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
  • Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
  • Takes notes and distributes meeting minutes, agendas and meeting packages.
  • Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
  • Answers and directs calls and emails of the President of a general nature.
  • Provides timely and proactive management of the organization’s office environment.
  • Maintains physical and electronic office filing systems for the President.

Safety Coordination Related

  • Conduct orientation for all new employees in safety policies, procedures and regulations.
  • Maintain all records required for safety compliance audits and coordinate safety compliance audits performed on the Organization by outside entities.
  • Report regularly to the Health and Safety Manager, staff and others on safety compliance issues and activities.
  • Formally document and oversee the implementation of corrective action.
  • Compile and assess safety data for the purpose of identifying trends so that the Employer’s customers and contractors may take corrective action.
  • Assist with creating safety meeting topics.
 

Mobility needs you

Required Skills

  • University degree is required
  • Minimim of 3-5 years professional working experience in an administrative/support role
  • Proficient MS Office
  • Maintains punctual, regular and predictable attendance.
  • Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
  • Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
  • Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
  • Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
  • Maintains workflow under pressure and in a fast-paced, high-profile work environment.
  • Excellent attention to detail, able to tackle several tasks simultaneously and to set priorities, in order to complete quality work in a timely manner.
  • Teambuilding and interpersonal capabilities.
  • Ability to learn organization’s database, management system and other software applications as needed.
  • Positive attitude and exemplary work ethic is essential.
  • Ability to assess options and implications in order to identify solutions.
  • Flexible schedule will be required at times to meet deadlines.
  • Proficiency in both official languages considered an asset.
 

Do you want to move the future with us?

Send us your complete application.


www.schindler.com

 

Schindler Elevator Corporation is an Equal Opportunity Employer. Our success has been built on innovation and our ability to identify with customers and respond to their needs. But most of all, we've achieved our standing by empowering our employees. We invite you to learn more about our company and to consider what we can offer - not a job, but a career - to people who have the skills and initiative to move ahead with Schindler.

Apply now »