Executive Assistant

Toronto, ON, Canada

Full Time

People Operations / HR

Experienced

Who we need

Our downtown client, a rapidly growing, private equity backed organization, is looking for an Executive Assistant to support both the President and the CEO. As the new Executive Assistant, you will take proactive ownership of executive-level administrative and organizational efficiency, prioritizing professional communication, strategic projects, high-priority meetings and decisions, calendar and travel management, and communications. You will foster a welcoming and responsive environment, acting as a resource to others and a bridge across teams.

This hybrid position requires 2-3 days per week on-site.

What’s in it for you

This is a rewarding career move for someone organized and driven to do more. Whether you're a senior administrator aspiring to become an Executive Assistant or an Executive Assistant seeking a change, this is the role to consider. If you want to combine traditional administration with opportunities to engage in strategic projects, working for a company that supports your professional development through free education and training, this is the role for you. A chance to invest in your future, build your experience towards a potential Chief of Staff role, and enhance your project management and executive operations skills while gaining valuable insights and exposure.

You will:

Effectively represent the executive offices. You will manage the schedules of the executive offices, coordinate meetings, and keep them informed of upcoming commitments. You will proactively anticipate needs for meetings and conferences, effectively manage calendar conflicts, and prioritize action items. You will organize virtual and in-person meetings, including preparing agendas, tracking invitations, and maintaining orderly records and archives of critical documents. You will manage incoming correspondence, redirecting and responding as appropriate. Additionally, you will arrange travel plans, including itineraries and agendas, reconcile expenses, and prepare travel and expense reports.
Manage projects. You will perform a variety of administrative tasks, including drafting complex documents, proofreading and editing materials, and preparing reports and presentations. You will conduct research, compile data, and create reports to support decision-making processes. You will identify, monitor, and articulate critical action items, track and report on KPIs and results, and assist with preparing papers and presentations. Your responsibilities will also include developing agendas, producing background materials, preparing meeting summaries, and maintaining archives of essential documents.
Nurture collaborative relationships. You will partner with internal and external stakeholders to enhance the visibility of the offices, affiliated projects, and programming. You will work closely with leadership teams, ensuring effective communication and informing them of upcoming commitments and responsibilities. You will anticipate needs, follow up on key issues, and foster collaboration and effective communication across departments and teams, contributing to a positive and professional corporate culture. Confidentiality and professionalism will be maintained in all activities and interactions.

You have:

The experience. You have demonstrated experience as an Executive Assistant or in a similar role, supporting senior leaders or C-Suite executives. You excel in time management, effectively prioritizing tasks and projects while managing the day-to-day requirements of in-demand executives. Your strong organizational skills and attention to detail enable you to manage calendars, communications, expenses, and deliverables efficiently. You maintain a high degree of professionalism and discretion when handling confidential and sensitive information, ensuring trust and accountability. An undergraduate degree is required to support your expertise in this role.
The drive. You thrive in fast-paced, dynamic environments, working proactively to support others while exceeding expectations. You are resourceful and take ownership of your work, leveraging critical thinking and problem-solving abilities to navigate shifting priorities. You seek opportunities for learning and growth, driven by curiosity and a commitment to success in high-pressure situations. Your energy and initiative make you an invaluable contributor to any team or organization.
The project management skills. You have extensive experience planning and coordinating projects from end to end, ensuring milestones are achieved and processes are followed. A creative problem solver, you excel at balancing priorities, anticipating issues, and proactively addressing challenges. You are proficient in using productivity and communication tools to support seamless project execution.
The technical skills. You have expertise in MS Office Suite and are familiar with project management, productivity, and communication tools. Exposure to Adobe Creative Suite is an asset.
The interpersonal skills. You possess exceptional written and verbal communication skills, enabling you to represent senior executives and their offices professionally. You are skilled in drafting process documentation, reports, and tailored messages that align with the executive’s voice and audience needs. You build strong relationships with diverse stakeholders, including board members, senior leaders, faculty, staff, and external partners. Your ability to influence without authority, manage conflict, and foster collaboration ensures trust and mutual respect. You are comfortable using a range of communication tools and consistently promote inclusivity and appreciation for diverse perspectives.

Apply now.

Experience, diversity of thought, innovation, a passion for learning, and a team-focused approach can combine to form the best qualifications. If you have 70% of the qualifications listed, please submit your resume here.

Should you require accommodation in any aspect of the selection process, please contact us at [email protected], and we will be happy to help.

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