Executive Assistant

Maxxit Systems Inc.; Toronto; On-site; CAD 60,000 - 70,000; Full time

Job summary

Maxxit System Inc. in Toronto seeks an Executive Assistant to support the CEO, COO, and senior leadership. You will manage reception, travel planning, minute-taking, scheduling, and drafting internal and external correspondence while maintaining confidentiality.

The role requires 5-7 years in admin, a post-secondary diploma in business administration, and strong MS Office skills. On-site five days per week with a compensation range of CAD 60,000–70,000 depending on experience.

Qualifications

• 5-7 years' experience in an Administrative role preferred.
• Strong knowledge of office procedures and practices.
• Keen attention to details and resourceful.

Responsibilities

• Provide direct administrative and office management support to executive team as directed.
• Maintain calendars for CEO & COO and prepare travel schedules and arrangements.
• Review documents and correspondence for format, content, grammar; edit as necessary.
• Screen inbound calls, e-mails and visitors; refer as required.
• Coordinate logistics of meetings, seminars, workshops and events.
• Prepare and review presentations; present a professional image of the executive office.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Education

Post Secondary Diploma in Business Administration

Tools

Microsoft Office Suite

Job description

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO), Chief Operation Office and other members of the senior leadership team. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.

JOB DUTIES

• Provide direct administrative and office management support to all members of the executive team, as directed.
• Maintain work schedules and calendars of executive management, particularly the CEO & COO.
• Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff.
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
• Receive and screen all inbound telephone calls, e-mails, and visitors for the executive office.
• Refer and/or redirect calls, e-mails, or visitors as required.
• Troubleshoot and/or elevate office administration issues.
• Facilitate communication from department managers, business unit leaders, and project managers.
• Prepare and review presentations.
• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
• Other duties shall be assigned as required.

REQUIREMENTS

• Post Secondary Diploma in Business Administration, or relevant discipline, required.
• 5-7 years' experience in an Administrative role preferred.
• Strong knowledge of office procedures and practices.
• Keen attention to details and resourceful
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Proven organizational and time management skills. As well as flexibility.

WORK CONDITIONS

• Manual dexterity required to operate computer and peripherals.
• Interacts with employees, various management levels and the public at large.
• Ability to lift up to 25 lbs.
• Overtime may be required
• Environment can be noisy at times.

COMPENSATION

The annual compensation range for this position is $60,000 - $70,000 compensated upon experience.

VACANCY STATUS AND LOCATION

This vacancy is a new position at Maxxit System Inc. This role will require 5 days per week on site at the Toronto Office.

INCLUSION AND EQUAL OPPORTUNITY EMPLOYMENT

Maxxit is an equal opportunity employer and committed to fostering diversity and inclusion in the workplace. We are committed to fair employment practices, and all qualified applicants will receive consideration for employment. We offer accommodation for applicants with disabilities, as required throughout the recruitment process. Accommodation is available on request for candidates taking part in all aspects of the selection process.

RECRUITMENT AND SELECTION PROCESS

All applications submitted are reviewed in detail by our HR team. In certain aspects of the hiring process artificial intelligence (AI) tools may be used, specifically for screening and assessments. These tools support our team and are used to help bring relevant criteria to the foreground and do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws.

We appreciate your interest in working with us; however, only those applicants selected for interviews will be contacted. Interviewed candidates will be notified of the hiring decision within 45 days of their final interview.