Executive Administrative Assistant

Peak Associates Limited; Toronto; On-site; CAD 42,000 - 64,000; Full time

Job summary

Peak Associates Limited in Toronto, Canada seeks an Executive Administrative Assistant to support the executive team in a fast-paced corporate setting. This onsite, full-time role requires meticulous organization, proactive communication, and cross-functional collaboration to drive efficient operations and project execution.

The ideal candidate brings 5+ years of administrative experience, preferably in construction or startup environments, and demonstrates confidentiality, strong interpersonal

Qualifications

• 5+ years of experience in Administrative or Executive Assistant role in a fast-paced corporate setting.
• Experience from Construction or Start-up preferred.
• Collaborative team player with strong interpersonal skills and ability to coordinate with employees at various levels.
• Detail oriented self-starter with strong organizational and time management skills.
• Excellent oral and written communication skills.
• Demonstrated ability to manage confidentiality and sensitive issues.
• Flexible, pro-active and enthusiastic.
• Proficient in MS Office and Google Workspace; familiar with AI tools.

Responsibilities

• Calendar management and gatekeeping.
• Coordination of corporate travel itineraries.
• Coordination of meetings and functions, including arranging facilities/catering, meeting materials and any necessary travel arrangements.
• Correspondence as required – typing, memos, letters, email, filing, scanning, photocopying and mail.
• Preparation of financial reports and updating spreadsheets as required.
• Maintain databases, files, and documentation.
• Act as the go-to person for administrative and operational needs for the business
• Collaborate and engage with staff at all levels.
• Coordination of internal and external events; planning and logistics, sending and tracking invitations, execution, etc.
• Assist with corporate and execution of projects as needed.
• Provide assistance/flexibility and assume cross functional duties for other team members as requested.

Skills

Calendar management

Gatekeeping

Travel coordination

Meeting coordination

Correspondence

Financial reporting

Data maintenance

Interpersonal skills

Time management

Confidentiality

Written communication

MS Office

Google Workspace

AI tools

Tools

MS Office

Google Workspace

AI tools

Job description

The Executive Administrative Assistant will be critical to maintaining organization, priorities and optimal business practices for the business and Executive. You have a strong understanding of how to effectively support busy teams in a fast-paced setting and take pride in making an impact as a valued member of the team.

Please note that this role is based full-time onsite.

Responsibilities Include:

• Calendar management and gatekeeping.
• Coordination of corporate travel itineraries.
• Coordination of meetings and functions, including arranging facilities/catering, meeting materials and any necessary travel arrangements.
• Correspondence as required – typing, memos, letters, email, filing, scanning, photocopying and mail.
• Preparation of financial reports and updating spreadsheets as required.
• Maintain databases, files, and documentation.
• Act as the go-to person for administrative and operational needs for the business
• Collaborate and engage with staff at all levels.
• Coordination of internal and external events; planning and logistics, sending and tracking invitations, execution, etc.
• Assist with corporate and execution of projects as needed.
• Provide assistance/flexibility and assume cross functional duties for other team members as requested.

Key Attributes & Experience:

• Previous experience (preferably 5+ years) in an Administrative or Executive Assistant (or similar) role in a fast-paced corporate setting, strong preference to experience from Construction or a Start-up business.
• Collaborative team player with strong interpersonal skills and the ability to coordinate and communicate with employees at various levels in the organization.
• Detail orientated self-starter with a high level of organizational and time management skills.
• Excellent oral and written communication skills.
• Demonstrated ability to manage confidentiality and sensitive issues.
• Flexible, pro-active and enthusiastic.
• Advanced proficiency in MS Office, Google Workspace, and familiar with Ai tools.