Executive Assistant

Vaco; Toronto; On-site; CAD 50,000 - 57,000; Full time

Job summary

Vaco in Toronto is seeking an experienced executive assistant to coordinate meetings, conferences and related travel. You will prepare agendas, take minutes, assemble briefing materials and coordinate attendance and audiovisual needs, ensuring approvals are obtained.

The role demands exceptional organizational skills, discretion and the ability to manage complex schedules and logistics for senior leaders across multiple time zones, with a proactive, detail-oriented approach to every event.

Qualifications

• Strong executive-level administrative support experience, particularly coordinating meetings, conferences and executive schedules/logistics.
• Experience preparing and coordinating agendas, meeting minutes, briefing packages and required approvals.
• Strong organisational and coordination skills with the ability to manage travel, accommodations, attendance and audiovisual requirements for executive meetings/events.

Responsibilities

• Coordinate executive meetings and conferences.
• Coordinate executive travel and accommodations.
• Prepare and coordinate meeting agendas.
• Take/coordinate meeting minutes.
• Prepare briefing packages.
• Coordinate meeting attendance.
• Arrange audiovisual requirements.
• Ensure necessary approvals are obtained.
• Provide high-level administrative and logistical support surrounding executive meetings and activities.

Skills

Meeting coordination

Travel coordination

Executive support

Organizational skills

Job description

About the Opportunity

• Coordinate executive meetings and conferences.
• Coordinate executive travel and accommodations.
• Prepare and coordinate meeting agendas.
• Take/coordinate meeting minutes.
• Prepare briefing packages.
• Coordinate meeting attendance.
• Arrange audiovisual requirements.
• Ensure necessary approvals are obtained.
• Provide high-level administrative and logistical support surrounding executive meetings and activities.

About You

• Strong executive-level administrative support experience, particularly coordinating meetings, conferences and executive schedules/logistics.
• Experience preparing and coordinating agendas, meeting minutes, briefing packages and required approvals.
• Strong organisational and coordination skills with the ability to manage travel, accommodations, attendance and audiovisual requirements for executive meetings/events.

Pay Range

$36 - $41.61 per hour