Executive Assistant

Advantage Personnel; Kingston; On-site; CAD 40,000 - 53,000; Full time

Benefits offered by this job

On-site parking

Job summary

Advantage Personnel in Kingston, Ontario, is seeking an Executive Assistant to join a busy office environment. This role provides direct support to the President and senior management, handling daily administration, scheduling, project coordination, and relationship management.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced setting. This hands-on position values discretion and proactive problem-solving in a collaborative team.

Qualifications

• 3–5 years of Executive Assistant experience with senior executives.
• Strong communication, both written and verbal.
• Excellent organizational and time-management skills.
• Proficient in Microsoft Office Suite.

Responsibilities

• Provide high-level administrative support to the President and Senior Management.
• Manage executive calendars and scheduling.
• Prepare correspondence, reports, presentations, and meeting agendas.
• Coordinate business travel and events.
• Maintain filing systems and handle confidential information.
• Assist HR, Finance, and Operations as needed.

Skills

Communication skills

Organizational skills

Time management

Multitasking

Relationship management

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Job description

Job Title: Executive Assistant
Location: Kingston, ON

Work Model: Fully Onsite
Pay Rate: $2 8 . 85 -3 8 . 46 per hour (depending on experience)
Shifts: Monday-Friday: 8:00am-4:30pm

We are currently seeking an Executive Assistant to join a busy office environment in Kingston. This role will provide direct support to the President and senior management across daily administration, scheduling, project coordination, and relationship management functions.

The ideal candidate will be highly organized, detail-oriented, and comfortable managing multiple tasks in a fast-paced setting. This is a hands‑on role suited to someone who enjoys keeping things organized, supporting internal teams, and helping daily operations run smoothly.

Responsibilities:

• Provide high-level administrative support to the President and Senior Management team.
• Manage executive calendars, appointments, meetings, and competing scheduling priorities.
• Prepare, draft, edit, and proofread correspondence, reports, presentations, meeting agendas, and other business documents.
• Monitor and coordinate executive communications, including emails and incoming requests.
• Act as a primary point of contact between Senior Management and internal and external stakeholders, ensuring professional and timely communication.
• Coordinate management meetings, prepare supporting materials, record meeting minutes, and follow up on action items and outstanding tasks.
• Assist with special projects, business initiatives, and process improvement activities, including tracking timelines, deliverables, and project progress.
• Compile information, prepare reports, presentations, and summaries, and assist with KPI tracking and management reporting.
• Coordinate business travel arrangements, including flights, accommodations, transportation, and itineraries.
• Organize company events, leadership meetings, and other corporate functions, including coordinating facilities, catering, and logistics.
• Maintain organized electronic and physical filing systems, ensuring accurate documentation and proper record management.
• Handle sensitive and confidential information, including personnel, financial, legal, and operational records, with the utmost discretion.
• Provide general administrative support to HR, Finance, and Operations departments as required.

Requirements:

• Minimum 3-5 years of experience in a similar Executive Assistant role, providing direct support to senior management or C-suite executives.
• Strong written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.
• Excellent organizational skills and strong attention to detail.
• Exceptional time management skills, with the ability to prioritize competing deadlines and manage multiple responsibilities effectively.
• Highly proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal and relationship management skills, with the ability to build and maintain professional relationships.
• Ability to multitask, work independently, and adapt to changing priorities.
• Comfortable working in a fast-paced environment while maintaining accuracy, professionalism, and efficiency.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Strong problem-solving skills and a proactive approach to managing administrative responsibilities.

What the Position Offers:

• Opportunity for long-term or permanent employment based on performance and business needs
• Hands-on experience across administration, scheduling, coordination, and project support
• Supportive and team-oriented work environment
• Stable, established workplace
• On-site parking & convenient location

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We acknowledge that software used in our recruitment and selection process may have Artificial Intelligence components built in but confirm that all work assignment decisions are made by our expertly trained staff. The position advertised here is for an existing vacancy.