Administrative Assistant

Kingsdale Advisors; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading shareholder services firm in Toronto seeks an experienced Administrative Assistant. This role involves supporting executive operations, managing complex calendars, and coordinating events. The ideal candidate has over 5 years of experience, exceptional organizational skills, and proficiency in Microsoft Office. Join a diverse team committed to high-impact service.

Qualifications

• 5+ years of experience as an Administrative Assistant or in a senior administration role.
• Ability to manage multiple priorities and thrive in a deadline-driven environment.
• A polished, professional, and service-oriented demeanor.

Responsibilities

• Assist the Senior Executive Assistant in managing communications and calendars.
• Prepare documents under tight deadlines and maintain a well-organized workspace.
• Plan and coordinate internal and external events.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Discretion

Education

Post-secondary education in Business Administration

Tools

Microsoft Office Suite

Salesforce

Mailchimp

Mailshake

Job description

Job Description

Job Description

About Kingsdale Advisors

With offices in Toronto, Calgary, and New York, Kingsdale Advisors is the leading shareholder services and advisory firm in North America. Since 2003, we have acted on some of the most high-profile proxy fights and corporate transactions. Public companies rely on our expertise to engage shareholders and ensure the success of critical votes.

Our multidisciplinary team delivers tailored solutions in strategic and defensive advisory, governance advisory, proxy and voting analytics, and strategic communications. We are committed to providing customized, high-impact services that address each client’s unique needs.

About the Role

The Administrative Assistant will report directly to the Senior Executive Assistant, who serves as the day-to-day manager. The role includes direct support for the Office of the Chairman and occasional support for the Managing Director of the parent company.

Please note : This is a 100% in-office position based in downtown Toronto. The scope of work may evolve over time and include a variety of responsibilities beyond those listed below.

Requirements

Key Responsibilities

Administrative Support

• Assist the Senior Executive Assistant in managing complex calendars, meeting coordination, and travel arrangements.
• Prioritize and organize daily workflows to support seamless executive operations.
• Schedule and follow up on meetings with clients, partners, and internal stakeholders.
• Anticipate executive needs and proactively identify ways to increase efficiency.
• Handle incoming calls, emails, and correspondence with discretion and professionalism.
• Prepare and format high-quality documents, contracts, and reports under tight deadlines.
• Maintain executive offices and workspaces in an organized and presentable manner.
• Manage sensitive and confidential information with absolute integrity.
• Coordinate internal and external meetings, conference calls, town halls, and executive dinners / lunches.
• Collaborate with other departments and administrative contacts to support cross-functional needs.
• Maintain branded templates and a well-organized contacts database.
• Provide back-up coverage for administrative staff and reception, as needed.
• Offer personal assistance to the executive team where appropriate.
• Take on additional and evolving responsibilities and special projects as assigned.

Event Coordination

Plan and coordinate internal and external events in collaboration with the Senior Executive Assistant.

Liaise with vendors and venues to ensure smooth event execution.

Manage event budgets, track expenses, and reconcile invoices.

Design and distribute event invitations; track RSVPs and manage guest logistics.

Prepare meeting materials, including agendas, printouts, and presentation decks.

Qualifications & Attributes

5+ years of experience as an Administrative Assistant / Executive Assistant or in a senior level administration role in a corporate or professional services environment.

Exceptional organizational and time management skills with strong attention to detail.

High level of discretion, sound judgment, and business acumen.

Excellent written and verbal communication skills.

Ability to manage multiple priorities and thrive in a deadline-driven environment.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Familiarity with Salesforce, Mailchimp, and Mailshake is an asset.

Post-secondary education in Business Administration or related field is preferred.

A polished, professional, and service-oriented demeanor.

Flexibility to work outside of standard business hours to support executive or client needs.

Equity Statement

Kingsdale Advisors is a proud advocate for diversity and inclusion. We welcome applications from members of the BIPOC community, women, people with disabilities, the LGBTQ+ community, and individuals with diverse intersectional identities. Accommodation is available throughout the recruitment and employment processes, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

How to Apply

To apply, please send your resume to with “Administrative Assistant” in the subject line. We appreciate all interest in this opportunity and will contact shortlisted candidates directly.