Executive Administrative Assistant

Marberg Staffing; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Marberg Staffing is seeking an Executive Administrative Assistant for a provincial government agency client in downtown Toronto. This temporary, onsite role involves providing comprehensive administrative support, managing executive calendars, and handling confidential documents. Candidates should possess a Secondary School Diploma and at least 2 years of relevant experience, with strong communication and detail-oriented skills.

Qualifications

• At least 2+ years of administrative support experience to an executive office.
• Public sector experience is an asset.
• Demonstrated experience in providing administrative and executive support services.

Responsibilities

• Provide daily operational support for an executive office.
• Manage calendars and provide reminders.
• Coordinate and monitor daily calendars for the executive.

Skills

Proficiency with MS Outlook

Proficiency with Word

Proficiency with Excel

Proficiency with PowerPoint

Attention to detail

Strong English communication skills

Education

Secondary School Diploma

Vocational or technical training

Job description

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This range is provided by Marberg Staffing. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$26.92 / hr - CA$26.92 / hr

Direct message the job poster from Marberg Staffing

Executive Administrative Assistant for provincial government agency client, downtown Toronto.

Job Type : Temporary.

Initial Term : July 7, 2025 to September 5, 2025.

Compensation : $26.92 per hour.

Regular Work Hours : 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).

Work Location : 100% onsite at client's downtown Toronto office, on PATH and near TTC, Union and GO Stations.

Position Reports To : Vice President.

Responsibilities Summary :

Provide daily operational support for an executive office. Perform a diverse range of administrative and clerical support tasks, including conducting research, preparing Board reports, handling information requests, and coordinating assigned projects and daily office support functions. Will liaise with senior team members, manage calendars, and exercise good judgement, accountability, and confidentiality in the execution of all tasks.

• Act as first point of contact for the executive office, liaising with internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Collaborate with other executive and administrative assistants to communicate information and coordinate cross-functional projects.
• Coordinate and monitor daily calendars for the executive, prioritizing items based on an understanding of the business context. Schedule meetings, arrange appointments, budget time, and provide appropriate reminders.
• Monitor and maintain office correspondence, draft responses to general inquiries, and coordinate resources to support executive in addressing identified issues. Compose, format and edit variety of confidential documents including correspondence, memos, contracts, proposals, reports, and presentations.
• Research assigned topics and develop information summaries using internal and external resources, including consultants, government Boards, provincial ministries, regional municipalities and other sources.
• Prepare and format a broad range of documents for signature and distribution.
• Arrange meetings, including booking rooms, researching and preparing agendas, and coordinating and distributing documentation, in coordination senior internal and external stakeholders. Synchronize cross-functional agenda items, and organize and prepare presentations and materials for committees, Board, and other meetings. Capture meeting notes.
• Develop and maintain organized electronic and hard copy filing systems. Maintain records, and locate and retrieve files, documents and other information.
• Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of the unit’s annual budget.
• Additional administrative support responsibilities as required.

Qualifications :

Education : Secondary School Diploma, with additional vocational or technical training.

Preferred Work Experience : At least 2+ years of administrative support experience to an executive office.

Preferred Sector Experience : Public sector experience an asset.

Technical and Language Skills Requirements :

• Proficiency with MS Outlook, Word, Excel, PowerPoint (will be tested).
• Strong typing skills and attention to detail (will be tested).
• Ability to take meeting minutes.
• Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested), and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes :

• Demonstrated experience in providing administrative and executive support services
• Sound understanding of administrative process, principles and best practices.
• Polished customer service skills to liaise with senior employees and their support staff.
• Analytical and problem-solving skills to identify, address, and escalate issues as needed.
• Interpersonal and oral, written, and presentation communication skills to compose and edit highly confidential documents and record meeting notes.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements :

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes :

Recommended Application Date : We kindly request that you submit your resume as soon as possible, as our client will not accept applications after July 2 2025. Qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https : / / marberg.com / career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca , LinkedIn and marberg.com .

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Seniority level

Seniority level

Associate

Employment type

Employment type

Temporary

Job function

Job function

Administrative

Government Administration and Office Administration

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