Administrative Assistant

Vaco; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

Vaco in Canada seeks an experienced Executive Assistant to the President & CEO to provide high-level administrative support, including preparing documents and presentation materials, and to manage the CEO's calendar and communications to keep leadership aligned with strategic priorities.

You will coordinate internal and external meetings, assist the Corporate Secretary with board affairs, and support governance initiatives while maintaining strict confidentiality and organized files for

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• Minimum of 3 years of experience as executive assistant or similar role.
• Proficiency in Microsoft Office and BoardVantage or similar software.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• High level of discretion and confidentiality.

Responsibilities

• Provide comprehensive admin support to the President & CEO, including documents and presentation materials.
• Manage the CEO's calendar and communications, handling inquiries efficiently.
• Coordinate meetings with logistics, scheduling, and catering.
• Assist Corporate Secretary with board and shareholder meeting coordination.
• Support the Strategic Plan planning, organizing files and materials used in initiatives.
• Handle materials for executive meetings and regulatory bodies with accuracy.

Skills

Executive support

Calendar management

Communications

Organization

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

BoardVantage

Job description

• Provide comprehensive administrative assistance to the President & CEO, including preparing high-quality documents and presentation materials, managing the CEO's calendar, and ensuring all communications and inquiries are handled efficiently.
• Arrange and coordinate meetings, including detailed logistics, scheduling, and catering for both internal and external meetings, ensuring all participants are well-informed and prepared.
• Assist the Corporate Secretary with the meticulous coordination of items related to board and shareholder meetings, ensuring all materials are prepared and distributed promptly.
• Support the CEO in the detailed coordination, planning, and delivery of the Strategic Plan and associated planning sessions, including organizing files, work products, and materials used in strategic initiatives.
• Provide dedicated administrative support to other executives, including the VP, Corporate Secretary and Governance Officer, and VP, Human Resources and Facilities, ensuring their administrative needs are met promptly and efficiently.
• Manage the collection, compilation, and distribution of materials for executive meetings and regulatory bodies, ensuring accuracy and completeness of all documents.
• Oversee the reception area, greet visitors warmly, handle incoming packages, and stay informed on Health & Safety/Emergency procedures to ensure a safe and welcoming environment.
• Prepare detailed expense reports for the CEO, ensuring all expenses are accurately recorded and submitted promptly.
• Ensure the corporate calendar is meticulously maintained and up to date, coordinating with various departments to avoid scheduling conflicts.
• Administer and upload materials to BoardVantage, compiling the Board book for Board and Board Committees, and ensuring all materials are accessible and well-organized.

About You:

• Bachelor's degree or equivalent experience in a related field.
• Minimum of 3 years of experience in an executive assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with BoardVantage or similar board management software.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Ability to interact professionally with all levels of the organization and external stakeholders.
• High level of discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and attention to detail.
• Ability to adapt to changing priorities and work effectively under pressure.