Executive Assistant

Kingsdale Advisors; Ontario; On-site; CAD 50,000 - 70,000; Full time

Job summary

Kingsdale Advisors, a leading shareholder services and advisory firm, is seeking an Executive Assistant to support the Office of the Chairman. This role involves managing calendars, coordinating events, and providing high-level administrative support. Candidates should possess strong organizational skills, discretion, and a professional demeanor, with a commitment to diversity and inclusion in the workplace.

Qualifications

• Minimum 3 years of experience as an Executive Assistant.
• Strong attention to detail and ability to manage multiple priorities.
• Professional demeanor and flexibility to work outside standard hours.

Responsibilities

• Assist in managing complex calendars and travel arrangements.
• Plan and coordinate internal and external events.
• Prepare high-quality documents, contracts, and reports.

Skills

Organizational skills

Time management

Discretion

Communication

Education

Post-secondary education in Business Administration

Tools

Microsoft Office Suite

Salesforce

Mailchimp

Mailshake

Job description

With offices in Toronto, Calgary, and New York, Kingsdale Advisors is the leading shareholder services and advisory firm in North America. Since 2003, we have acted on some of the most high-profile proxy fights and corporate transactions. Public companies rely on our expertise to engage shareholders and ensure the success of critical votes.

Our multidisciplinary team delivers tailored solutions in strategic and defensive advisory, governance advisory, proxy and voting analytics, and strategic communications. We are committed to providing customized, high-impact services that address each client’s unique needs.

About the Role

The Executive Assistant will report directly to the Senior Executive Assistant, who serves as the day-to-day manager. The role includes direct support for the Office of the Chairman and occasional support for the Managing Director of the parent company.

Please note : This is a 100% in-office position based in downtown Toronto. The scope of work may evolve over time and include a variety of responsibilities beyond those listed below.

Key Responsibilities

Executive Support

• Assist the Senior Executive Assistant in managing complex calendars, meeting coordination, and travel arrangements
• Prioritize and organize daily workflows to support seamless executive operations
• Schedule and follow up on meetings with clients, partners, and internal stakeholders
• Anticipate executive needs and proactively identify ways to increase efficiency
• Handle incoming calls, emails, and correspondence with discretion and professionalism
• Prepare and format high-quality documents, contracts, and reports under tight deadlines
• Maintain executive offices and workspaces in an organized and presentable manner
• Manage sensitive and confidential information with absolute integrity
• Coordinate internal and external meetings, conference calls, town halls, and executive dinners / lunches
• Collaborate with other departments and administrative contacts to support cross-functional needs
• Maintain branded templates and a well-organized contacts database
• Provide back-up coverage for administrative staff and reception, as needed
• Offer personal assistance to the executive team where appropriate
• Take on additional and evolving responsibilities and special projects as assigned

Event Coordination

• Plan and coordinate internal and external events in collaboration with the Senior Executive Assistant
• Liaise with vendors and venues to ensure smooth event execution
• Manage event budgets, track expenses, and reconcile invoices
• Design and distribute event invitations; track RSVPs and manage guest logistics
• Prepare meeting materials, including agendas, printouts, and presentation decks

Qualifications & Attributes

• Minimum 3 years of experience as an Executive Assistant in a corporate or professional services environment
• Exceptional organizational and time management skills with strong attention to detail
• High level of discretion, sound judgment, and business acumen
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and thrive in a deadline-driven environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with Salesforce, Mailchimp, and Mailshake is an asset
• Post-secondary education in Business Administration or related field is preferred
• A polished, professional, and service-oriented demeanor
• Flexibility to work outside of standard business hours to support executive or client needs

Equity Statement

Kingsdale Advisors is a proud advocate for diversity and inclusion. We welcome applications from members of the BIPOC community, women, people with disabilities, the LGBTQ+ community, and individuals with diverse intersectional identities. Accommodation is available throughout the recruitment and employment processes, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

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Executive Assistant • Toronto, ON, Toronto Census Division, ON; Ontario, Canada