Administrative Assistant

Vaco; Toronto; On-site; CAD 65,000 - 95,000; Full time

Job summary

Vaco is seeking an experienced Executive Assistant to provide comprehensive support to the President & CEO. The role includes calendar management, document preparation, and high-level coordination of board and shareholder activities.

You will prepare materials, coordinate meetings, and support senior executives and governance initiatives with discretion and efficiency.

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• 3+ years in an executive assistant or similar role.
• Proficiency in Microsoft Office Suite and BoardVantage or similar board management software.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to interact professionally with all levels of the organization and external stakeholders.

Responsibilities

• Provide comprehensive administrative support to the President & CEO, including preparing high-quality documents and presentations.
• Manage the CEO's calendar and ensure efficient communications and inquiries handling.
• Arrange and coordinate meetings with detailed logistics and catering.
• Assist Corporate Secretary with board and shareholder meeting coordination.
• Support strategic planning coordination and related planning sessions.
• Provide admin support to other executives (VP, Corporate Secretary, Governance Officer, VP HR/Facilities).
• Manage materials for executive meetings and regulatory bodies for accuracy and completeness.
• Oversee reception area and ensure health & safety procedures are followed.
• Prepare detailed expense reports for the CEO.
• Maintain corporate calendar and coordinate with departments to avoid conflicts.
• Upload materials to BoardVantage and compile Board books.

Skills

Verbal and written communication

Organization

Time management

Professional interaction

Discretion and confidentiality

Problem solving

Adaptability under pressure

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

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.