Executive Assistant

ZSA Legal Recruitment Limited; Toronto; On-site; CAD 80,000 - 90,000; Full time

Job summary

ZSA Legal Recruitment Limited in Toronto is seeking an Executive Assistant to provide high‑level administrative support to senior executives. You will manage complex calendars, coordinate meetings and travel, and handle communications to ensure smooth operations in a fast‑paced environment.

Requirements include 3–5 years supporting leadership, a Diploma or Bachelor’s degree in business/office administration, strong MS Office skills, excellent communication, and discretion.

Qualifications

• 3–5 years of experience supporting senior executives or leadership teams.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Manage complex calendars, appointments, and travel arrangements for executives.
• Coordinate and schedule meetings, conferences, and events.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Take meeting minutes and follow up on action items as required.
• Organize and maintain confidential files, records, and documents.
• Monitor deadlines and ensure executives are prepared for meetings and commitments.

Job description

Toronto | 3-5 Years

Position Summary

The Executive Assistant provides high-level administrative support to senior executives by managing schedules, coordinating meetings, handling communications, and ensuring the efficient operation of executive offices. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage complex calendars, appointments, and travel arrangements for executive.
• Coordinate and schedule meetings, conferences, and events.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Serve as a primary point of contact between executives, employees, clients, and external stakeholders.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Take meeting minutes and follow up on action items as required.
• Organize and maintain confidential files, records, and documents.
• Assist with project coordination and administrative initiatives.
• Monitor deadlines and ensure executives are prepared for meetings and commitments.
• Process expense reports, invoices, and other administrative documentation.
• Support office operations and contribute to process improvements.
• Perform additional administrative duties as assigned.

Qualifications

• Diploma or bachelor’s degree in Business Administration, Office Administration, or a related field preferred.
• 3–5 years of experience supporting senior executives or leadership teams.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Exceptional attention to detail and problem-solving skills.
• Ability to work independently and manage competing priorities.

Key Competencies

• Professionalism and discretion
• Organizational excellence
• Communication and interpersonal skills
• Adaptability and flexibility
• Initiative and proactive thinking
• Time management and prioritization
• Attention to detail
• Customer service orientation

Working Conditions

• Full-time position.
• May require occasional overtime or schedule flexibility to support executive needs.
• may require over 40hours a week – overtime to be paid.

Reporting Structure

Reports directly to the founding partner

Salary Range: $80,000 – $90,000

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.