Executive Assistant

Hays; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

An established industry player is seeking a skilled Executive Assistant to support its senior executives in a dynamic, fast-paced environment. This role involves managing complex calendars, organizing travel, and preparing presentations, all while maintaining professionalism and discretion. The ideal candidate will have a strong background in administrative support, exceptional organizational skills, and the ability to thrive under pressure. Join a forward-thinking team and contribute to the success of a leading private equity firm in Toronto. If you are proactive, detail-oriented, and ready to make an impact, this is the opportunity for you.

Qualifications

• 3+ years of experience as an Executive Assistant supporting multiple executives.
• Highly proficient in MS Office, especially Word, Excel, and PowerPoint.

Responsibilities

• Support C-Suite executives with calendar management and travel arrangements.
• Organize company events and handle expense management through Concur.

Skills

Calendar management

MS Office (Word and Excel)

PowerPoint presentations

Expense management (Concur)

Organizational skills

Interpersonal communication

Education

Post-secondary education

Tools

Concur

Dynamics 365

Job description

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This is a 18 month contract with potential for extension

Successful candidate must be available ASAP

This position is fully in office (Bay Street)

Successful candidate must have prior experience supporting multiple C-Suite executives

Your new company

Hays Specialist Recruitment has partnered with a private equity company located in Toronto, ON. We are looking to hire a Executive Assistant to join their team on a contract basis of 18 months, which has the possibility of extension.

Your new role

• Support senior Executives: CFO, Managing Partners, Managing Directors, Senior Vice Presidents and Vice Presidents

• Calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings that may be in different time zones

• Organize complex travel arrangements as required, ensuring they align with budgetary constraints and company policies, partnering with Direct Travel, and update executives’ calendar with details and ensure they are organized

• Create and modify PowerPoint presentations (i.e. Marketing Materials, Investor Relations documents) including formatting of charts, graphs and images

• Interpret and anticipate the needs of the team and proactively bring together appropriate resources to be supportive in addressing upcoming travel, corporate events etc.

• Facilitates meetings, virtual & onsite, sits in on meetings, prepares minutes, agendas, follow up,

quarterly reporting.

• Coordinate and book all company events - books the venues, catering, flights, accommodation and speakers.

• Promptly respond to requests from internal and external individuals with accuracy and a courteous demeanor

• Be the point of contact for any in-house meetings, always greet guests with professionalism and a friendly demeanor

• Expense management through Concur – tracking and managing expenditures

• Process invoices through Dynamics 365

• Facilitates any office moves, works with vendors, contractors

• Occasional after-hours assistance – coordination of multiple time-zone meetings and travel logistics

• Assisting with ad-hoc projects

• Additional administrative tasks including: mail, copying and binding

• Handle confidential information with the utmost discretion

Requirements:

• A minimum of three (3) years’ experience as an Executive Assistant – experience supporting multiple executives is a must

• Completed post-secondary education

• Highly proficient in MS Office (Word and Excel)

• Experience processing expenses using Concur is an asset

• Experience creating and updating PowerPoint presentations

• Extremely organized, must be able to manage multiple priorities and work comfortably and efficiently in a fast-paced, corporate environment

• Personable, high EQ and knows when to jump in and work as a team when needed

• Exceptional professional decorum with the ability to interact and communicate with individuals at all levels, both internally and externally

• Team player and collaborative, can work well with the other EAs to support the changing needs of the business

• Overtime may be required. Must be available to respond to changes, scheduling conflicts, travel

changes

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Venture Capital and Private Equity Principals

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