Executive Administrative Assistant

Confidential; Toronto; On-site; CAD 50,000 - 60,000; Full time

Job summary

A professional services firm based in Toronto is seeking an Administrative Assistant to provide administrative support to senior leadership. This role involves managing schedules, coordinating meetings, and overseeing expense reporting. Ideal candidates will have a degree in Business Administration and up to 3 years of experience in an administrative capacity. The position requires strong communication skills and proficiency in Microsoft Office tools, with some experience in the technology sector preferred.

Qualifications

• Up to 3 years of experience supporting an executive in an administrative capacity.
• Experience in a technology/software industry preferred.

Responsibilities

• Manage executive schedules and calendar.
• Coordinate meetings and conferences.
• Maintain confidentiality of documents and records.
• Oversee travel itineraries and expense reporting.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Time management

Communication skills

Proactive attitude

Education

Degree/Diploma in Business Administration or related field

Tools

Emburse software

NetSuite

Job description

The Administrative Assistant provides administrative support to three designated members of senior or executive leadership in the form of managing schedules, travel, expense reporting and coordinating meetings and conferences. This person will also assist with maintaining the office site, setting up on-site meetings and ordering meals and office supplies. This person will be onsite in the Toronto office 3 days per week.

Essential Functions

• Oversee scheduling and calendar management; act as an information resource regarding all upcoming meetings and appointments
• Provide administrative support directly related to management or business operations for designated member of senior or executive leadership
• Coordinate meetings and conferences; to include scheduling, registration, conference call set up, developing internal meeting agendas, preparing and printing materials, making occasional travel arrangements, maintaining conference rooms and providing on-site support, taking meeting minutes and coordinating catering when necessary
• Develop and maintain files related to meetings, Board, committees, business documents and contacts, ensuring confidentiality standards are met when necessary
• Collect and maintain receipts, travel records and corporate credit card records and statements
• Interpret and implement company policies to manage the designated executive’s corporate expense reporting using Emburse software, as well as manage the executive’s direct reports’ corporate expense reporting in the way of approving, denying or inquiring into reported expenses
• Using Emburse software, book and manage travel itinerary for designated executive
• Coordinate ordering of specialized office supplies, provisions and equipment for designated executive

Education and Experience

Education:

• Required: Degree/Diploma in Business Administration or related field

Experience:

• Required: UP to 3 years of experience supporting an executive in an administrative capacity
• Preferred: Experience in a technology/software industry, NetSuite

Additional Eligibility Qualifications

Required Skills:

• Comprehensive knowledge of Microsoft Word, Excel, and PowerPoint
• Ability to balance multiple time-sensitive tasks
• Proactive and highly professional demeanor
• Excellent written and verbal communication skills
• Ability to take initiative and work independently