Executive Assistant

LevelUP HCS; Toronto; On-site; CAD 75,000 - 95,000; Full time

Job summary

LevelUP HCS in Toronto seeks an experienced Executive Assistant to provide dedicated administrative support to senior leadership. This long-term maternity coverage role will require managing complex calendars, travel, expenses, meetings, and day-to-day priorities in a fast-paced financial services environment.

The ideal candidate will have 5+ years of senior administrative experience, strong MS Office skills, and a proven ability to handle confidential information with discretion while

Qualifications

• 5+ years of EA or senior administrative support in a corporate setting.
• Experience supporting senior executives in a fast-paced environment.
• Financial services or related industry experience preferred.
• Proficient in calendar, travel, meetings, and expense reporting.
• Strong MS Office and Teams proficiency.
• Excellent written and verbal communication skills.
• High level of organization with strong attention to detail.
• Professionalism, discretion, and sound judgment.
• Ability to work independently while collaborating across teams.
• Confident interacting with senior executives and external stakeholders.

Responsibilities

• Manage complex executive calendars, including scheduling meetings and resolving conflicts.
• Coordinate domestic and international travel with detailed itineraries.
• Prepare and process expense reports and reconcile corporate card expenses.
• Coordinate internal/external meetings, calls, client meetings, and events.
• Serve as a key point of contact for executives, internal teams, clients, and stakeholders.
• Prepare, edit, and format presentations, reports, and business materials.
• Monitor communications and prioritize urgent requests.
• Anticipate executive needs and manage scheduling and logistics.
• Maintain confidential records and handle sensitive information with discretion.
• Collaborate with other Executive Assistants and teams on schedules and initiatives.
• Provide support for special projects as needed.

Skills

Calendar management

Travel coordination

Expense reporting

Executive support

MS Office suite

Communication skills

Attention to detail

Discretion and professionalism

Independent work

Stakeholder interaction

Job description

We are seeking an experienced Executive Assistant to provide dedicated administrative support to senior leadership within our Toronto office. This position will provide coverage for an upcoming maternity leave expected to begin in November and last approximately 18 months. The anticipated October start date will allow for appropriate training and transition prior to the leave. The ideal candidate will have experience supporting senior executives in a fast-paced financial services or professional services environment and will be comfortable managing complex calendars, travel, expenses, meetings, and day-to-day administrative priorities.

Key Responsibilities

• Manage complex executive calendars, including scheduling meetings, coordinating appointments, and resolving conflicts.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare and process expense reports and reconcile corporate card expenses.
• Coordinate internal and external meetings, conference calls, client meetings, and events.
• Serve as a key point of contact for executives, internal teams, clients, and external stakeholders.
• Prepare, edit, and format presentations, reports, correspondence, and other business materials.
• Monitor incoming communications and help prioritize urgent and time-sensitive requests.
• Anticipate executive needs and proactively manage scheduling, administrative, and logistical matters.
• Maintain confidential records and handle sensitive business information with discretion.
• Partner with other Executive Assistants and administrative teams to coordinate schedules and broader team initiatives.
• Provide support for special projects and additional administrative needs as required.

Qualifications

• 5+ years of Executive Assistant or senior-level administrative support experience.
• Experience supporting senior executives in a fast-paced corporate environment.
• Prior experience within financial services, investment banking, banking, investment management, asset management, private equity, or a related industry preferred.
• Strong experience managing complex calendars, travel arrangements, meetings, and expense reporting.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and adjust quickly to changing schedules and business needs.High level of professionalism, discretion, and sound judgment.
• Ability to work independently while collaborating effectively across teams.
• Confidence interacting with senior executives, clients, and internal and external stakeholders.

Preferred Experience

• Experience supporting multiple senior-level executives.
• Experience managing high-volume calendars and complex domestic and international travel.
• Familiarity with Concur or similar travel and expense management systems.
• Demonstrated ability to anticipate needs, take initiative, and work effectively with limited supervision.