Executive Assistant

Morgan McKinley; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A prominent property firm in Toronto is seeking a highly organized Executive Assistant to provide comprehensive support to their Joint Chief Executive Officers. The candidate will manage their calendars, coordinate travel, and handle confidential information. Ideal applicants will have experience supporting senior executives and possess exceptional organizational and communication skills. This role offers a full-time, in-office position, Monday to Friday.

Qualifications

• Experience as an Executive or Personal Assistant supporting C-suite executives.
• Ability to manage multiple priorities and work under pressure.
• Proactive and problem-solving approach with strong anticipatory skills.

Responsibilities

• Provide high-level administrative support to Joint CEOs.
• Manage calendar, travel, and meetings.
• Draft reports, correspondence, and prepare meeting spaces.

Skills

Organisational abilities

Verbal communication skills

Written communication skills

Proficiency in Microsoft Office Suite

Discretion and professional conduct

Job description

I'm working with a prominent, well-established firm in the property sector to find a highly organised, professional, and discreet Executive Assistant to provide comprehensive support to their two Joint Chief Executive Officers. The successful candidate will play a key role in ensuring the CEOs’ time is managed efficiently and that daily operations run smoothly. This is a full-time, in-office role, Monday to Friday.

Key Responsibilities

• Deliver high-level administrative support to the Joint CEOs, including extensive calendar management, coordinating complex travel, and arranging meetings.
• Serve as the primary point of contact for all internal and external parties on behalf of the CEOs.
• Manage front-office duties, including screening all incoming calls, handling mail and couriers, preparing meeting spaces for presentations, and providing refreshments for guests.
• Draft and prepare detailed reports, briefing documents, presentations, and all business correspondence.
• Attend meetings, accurately record minutes, and ensure timely follow-up on action items.
• Provide comprehensive administrative assistance to various teams as needed.
• Handle sensitive and confidential information with the utmost integrity and discretion.
• Organise board meetings, assist with the preparation of board packs, and liaise with all board members.
• Coordinate with senior executives, project teams, and external legal and financial partners.
• Oversee all office-related functions for the CEOs, including managing expenses, maintaining filing systems, and document control.
• Lend support to special company projects and events as required.

Skills & Experience

• Demonstrated experience as an Executive Assistant or Personal Assistant supporting senior-level or C-suite executives, preferably within the property, development, finance, or professional services industries.
• Exceptional organisational abilities with a meticulous eye for detail.
• The capacity to manage multiple priorities, work to deadlines, and remain composed under pressure.
• Outstanding verbal and written communication skills.
• A high degree of discretion and professional conduct.
• Advanced proficiency with the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• A proactive, confident, and problem-solving approach.
• A flexible and positive attitude with a strong ability to anticipate needs.