Executive Assistant

Stafflink; Toronto; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading organization in infrastructure management is seeking an Executive Assistant in Toronto. The role involves managing complex calendars and arranging travel, while providing comprehensive support to the Vice President of People & Culture. Ideal candidates have at least 6 years of experience in a senior administrative role and proficiency in Microsoft Office. This is a full-time position requiring two days onsite in Mississauga.

Qualifications

• Minimum 6 years of experience in a senior administrative or executive assistant role.
• Strong preference for supporting C-suite or VP-level executives.
• Ability to handle confidential information with integrity.

Responsibilities

• Manage the VP's complex calendar and prioritize meetings.
• Draft and prepare confidential documents for the VP.
• Arrange all aspects of domestic and international travel.
• Coordinate board-level committee meetings and logistics.

Skills

Highly sensitive information handling

Time-management skills

Proficiency with Microsoft Office Suite

Detail-oriented

Education

Post-secondary education in business administration or office management

Tools

Board portal software

Job description

Overview

Our client, a leading organization, responsible for managing critical infrastructure and overseeing complex market operations, is seeking an Executive Assistant to join their team.

This is a full time, permanent opportunity, requiring 2 days a week on site in Mississauga. The Opportunity The Executive Assistant will provide comprehensive support to our Vice President of People & Culture (Human Resources). In this pivotal role, you will be a trusted partner to a key member of our senior leadership team, enabling the smooth operation of the entire business unit.As the primary support for the VP, you will handle a wide range of responsibilities, from complex calendar management and strategic scheduling to preparing highly confidential communications.

This is an opportunity to make a meaningful impact by applying your exceptional organizational skills, sound judgment, and proactive approach in a dynamic, high-stakes environment.

Key Responsibilities

Executive & Administrative Support :

Proactively manage the VP's complex calendar, strategically prioritizing meetings, commitments, and deliverables to optimize their time.Act as a gatekeeper, handling inquiries and correspondence with professionalism and discretion.Draft, review, and prepare a variety of confidential documents, reports, and presentations, ensuring adherence to corporate standards.Coordinate the flow of documents requiring executive approval, including contracts, policies, and sensitive personnel matters.Record and distribute minutes for key leadership and committee meetings, tracking action items to ensure completion.

Board & Committee Logistics :

Manage the logistics for board-level committee meetings, including preparing agendas, compiling materials from various departments, and distributing pre-read packages using board management software (e.g., Diligent).Liaise with committee chairs and executive members to ensure seamless meeting execution.

Project & Department Coordination :

Monitor the progress of key departmental projects and initiatives, providing status updates to the VP and initiating follow-up actions as needed.Assist in the departmental budget cycle, including tracking expenses, processing invoices, and preparing financial reconciliations.Coordinate with internal teams on matters such as office space planning and the implementation of new administrative procedures.Serve as a resource for other administrative staff, assisting with orientation and fostering a collaborative support environment.

Logistics & Travel :

Arrange all aspects of domestic and international travel, including flights, accommodations, and detailed itineraries.Coordinate logistics for off-site meetings, conferences, and team events.

What You Bring to the Table

• A minimum of 6 years of experience in a senior administrative or executive assistant role, supporting C-suite or VP-level executives.
• Post-secondary education in business administration, office management, or a related field is strongly preferred.
• Proven ability to handle highly sensitive and confidential information with integrity and professionalism at all times.
• Superior time-management skills with a meticulous eye for detail.
• High proficiency with the complete Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with board portal software is a significant asset.