Executive Assistant

Vaco by Highspring; Ajax; On-site; CAD 90,000 - 120,000; Full time

Job summary

A leading staffing firm in Ajax is seeking an Executive Support professional. This role involves managing executive schedules, preparing documents, and ensuring effective communication within the organization. Candidates should have over 5 years of experience in similar roles, proficiency in Microsoft Office, and a strong ability to maintain confidentiality. The compensation ranges from $90,000 to $120,000 annually.

Qualifications

• Minimum 5+ years of experience supporting senior executives.
• Proven ability to handle sensitive information.
• Professional presence and sound judgment.

Responsibilities

• Manage the executive’s calendar and schedule meetings.
• Prepare and edit correspondence and reports.
• Liaise between the executive and internal departments.

Skills

Organizational abilities

Multitasking

Written communication

Verbal communication

Proficiency in Microsoft Office Suite

Education

Post-secondary education in Business Administration, Communications, or related field

Job description

About the Opportunity

Executive Support

• Manage the executive’s calendar, schedule meetings, and coordinate appointments, travel, and events

Prepare and edit correspondence, reports, presentations, and other documentation with accuracy and discretion

Act as the primary point of contact for internal and external communications, ensuring timely and professional responses

Support meeting preparation: draft agendas, take minutes, track follow‑ups, and ensure action items are completed

Handle confidential information with the highest degree of integrity and professionalism

Assist in prioritizing tasks and managing deadlines to optimize executive productivity

Operational Coordination

Liaise between the executive and internal departments to ensure clear communication and alignment on priorities

Support business initiatives, research assignments, and project coordination as required

Manage expense reports, purchase orders, and other administrative documentation

Maintain organized filing systems (digital and physical) for easy retrieval of information

About You

Minimum 5+ years of experience supporting senior executives or business leaders in a corporate or professional environment

Post‑secondary education Business Administration, Communications, or a related field preferred

Exceptional organizational and multitasking abilities, with a keen attention to detail

Strong written and verbal communication skills

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

Proven ability to handle sensitive information and maintain confidentiality

Professional presence, sound judgment, and the ability to work independently with minimal supervision

Salary Range

$90,000 - $120,000 / year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #459775.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.