Executive Assistant

Allshores; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

Allshores is seeking a seasoned Executive Assistant to provide high‑level support to our executives and manage daily office operations. You will anticipate needs, coordinate complex calendars, and facilitate communication across stakeholders.

The role requires strong discretion, exceptional organizational skills, and the ability to lead key events and projects in a fast‑growing environment.

Qualifications

• 8+ years of executive assistant experience supporting senior leaders.
• Experience managing complex calendars and priorities.
• Proven ability to handle confidential information.
• Experience coordinating corporate events or workplace programs.
• Strong written and verbal communication.
• Independent worker in a fast-growing environment.
• Proficiency with Microsoft 365 apps and basic A/V equipment.
• Strong vendor management and budgeting skills.
• Ability to lift up to 25 lbs as needed.

Responsibilities

• Provide comprehensive administrative support to executives, managing priorities and day-to-day operations.
• Manage complex calendars and prioritization of meetings and commitments.
• Coordinate leadership and client meetings, prepare agendas and follow-ups.
• Prepare correspondence, presentations, and reports.
• Arrange travel, itineraries, accommodations, and expenses.
• Track deliverables and deadlines, ensuring timely follow-up.
• Liaise between executives and stakeholders with confidentiality.
• Support special projects and operational priorities.
• Handle sensitive information with discretion.
• Identify opportunities to improve efficiency and processes.
• Partner with HR on events and office culture initiatives.

Skills

Executive support

Calendar management

Meeting coordination

Travel arrangements

Discretion & confidentiality

Communication skills

Relationship management

Budget coordination

Event planning

Vendor management

Microsoft 365

Tools

Microsoft 365 Suite

A/V basics

Room setups

Job description

We are searching for an Executive Assistant to step into a dynamic role that blends hands‑on executive support with daily office operations. In this trusted position, you’ll be the go‑to partner for leadership—keeping schedules on track, priorities aligned, and communications flowing. If you take pride in bringing order to complexity, this is your opportunity to make a meaningful impact every day.

This role will be an extension of the executive, anticipating needs, managing competing priorities, facilitating communication, and ensuring seamless coordination of key business activities.

Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to the EVP, Group Head of Benefits and designated leaders, acting as a trusted partner in managing priorities and day-to-day operations.
• Manage complex and frequently changing calendars, ensuring effective prioritization of meetings, business commitments, and strategic initiatives.
• Coordinate leadership meetings, management meetings, client meetings, and off‑site sessions, including preparation of agendas, materials, presentations, and follow‑up actions.
• Prepare and review correspondence, presentations, reports, and other business documents on behalf of leadership.
• Manage travel arrangements, itineraries, accommodations, and expense reporting.
• Track deliverables, action items, and deadlines, ensuring timely follow‑up and completion.
• Serve as a liaison between executives and internal and external stakeholders, maintaining professionalism, discretion, and strong relationship management.
• Support special projects, business initiatives, and operational priorities as assigned.
• Handle sensitive and confidential information with a high degree of discretion and judgment.
• Anticipate executive needs and proactively identify opportunities to improve efficiency, organization, and administrative processes.

Office Culture and Events

• Partner with Human Resources and Social Committee members to develop and execute an annual calendar of social events, celebrations, recognition activities, charitable initiatives, and team‑building opportunities.
• Serve as the primary coordinator for workplace culture initiatives, employee events and office activities.

Skills, Experience & Attributes:

• 8+ years of experience as an Executive Assistant supporting senior leaders or executives in a professional corporate environment.
• Demonstrated experience managing complex schedules, executive priorities, and confidential information.
• Experience leading corporate events or workplace programs is preferred
• Proven ability to operate independently and effectively in a fast‑paced, evolving environment.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint) and basic A/V and conference room setups
• Exceptional organization and project management skills with strong attention to detail.
• Outstanding verbal and written communication skills
• Strong business judgement, professionalism and discretion
• Ability to anticipate needs, solve problems proactively and manage multiple competing priories
• Ability to build relationships and influence stakeholders at all levels of the organization
• Strong event planning, budget coordination and vendor management capabilities
• Highly resourceful, adaptable and committed to delivering exceptional service
• Ability to lift/move up to 25 lbs periodically (supplies, marketing materials), comfortable with mail runs, room setups and restocking.
• A hands‑on attitude and willingness to work with minimal administrative support in a fast growth company