Executive Assistant

Chisholmfleming; Markham; On-site; CAD 55,000 - 75,000; Full time

Job summary

Chisholm, Fleming and Associates is seeking an Executive Assistant to support our executives in Markham. You will manage calendars, arrange travel, and prepare materials for meetings.

This role requires discretion, excellent communication, and the ability to handle confidential information with professionalism. A background in professional services is a plus, and you’ll work in a busy, client-focused environment.

Qualifications

• Senior admin experience in a professional services setting.
• Advanced MS Word, Excel, PowerPoint and Outlook.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide executive calendar management, scheduling and travel coordination.
• Prepare materials for meetings, presentations and reports.
• Act as liaison between executives and internal/external stakeholders.
• Support client meetings and follow-up on project matters.
• Maintain organized physical and digital files and records.

Job description

Executive Assistant

At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?

Why Join Us?

• Innovative Environment: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
• Professional Growth: Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
• Career Development: In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our success
• Employee-Centric Culture: We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to work
• Work-Life Balance: We understand life gets busy, and we support you in balancing your professional and personal life
• Legacy of Excellence: Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking vision

If these sound like the right reasons to join a company, we’d love to hear from you!

Key Responsibilities:

• Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel
• Handle confidential information with utmost discretion and professionalism
• Prepare and coordinate materials for meetings, presentations, and reports
• Act as the primary liaison between executives and internal/external stakeholders
• Assist with personal tasks and errands for executives as needed
• Manage all correspondence, including emails, phone calls, and mail
• Conduct research to support executive decision-making
• Organize and maintain both physical and digital files and records
• Plan and execute company events, meetings, and conferences
• Perform other administrative duties to support the smooth operation of the executive office

Detailed Responsibilities:

• Proactive Management: Take ownership of tasks and assignments, ensuring successful completion with effective communication
• Efficient Workflow: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously
• Schedule Coordination: Manage the Director’s schedule, prioritize appointments, and proactively resolve conflicts
• Professional Representation: Be an ambassador for CFA, ensuring all interactions reflect positively on the company
• Event Planning: Organize functions and special events, including conferences, seminars, and corporate events
• Presentation Preparation: Assist with the creation of business presentations and electronic materials
• Research: Perform detailed internet searches and research relevant subjects and documents
• Administrative Support: Provide general information, refer inquiries, and file correspondence and reports
• Mail and Deliveries: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects
• Employee Support: Organize employee reviews, participate in recruitment, and coordinate onboarding
• Client Interaction: Support client meetings for business development and follow up on project matters
• Document Review: Assist with the review and preparation of client agreements, ensuring accuracy and compliance
• Office Management: Maintain an orderly office environment and oversee custodial services
• Health and Safety: Participate in the Joint Health and Safety Committee

Qualifications:

• Previous experience in a senior administrative position
• Experience in professional services is a plus
• Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
• Exceptional attention to detail and organizational skills
• Proven ability to prioritize tasks effectively
• Excellent interpersonal, written, and verbal communication skills
• Ability to exercise good judgment, initiative, and proactivity
• High standards of ethics and confidentiality
• Proficiency with social media platforms

Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.