Executive Assistant

Luann Bagg Staffing Inc.; Toronto; Hybrid; CAD 110,000 - 120,000; Full time

Job summary

A well-branded organization based in Toronto is seeking an Executive Assistant to support a COO and an EVP. This hybrid role demands initiative, attention to detail, and the ability to thrive in a collaborative environment. Responsibilities include managing complex calendars, organizing meetings, and arranging travel, all essential for facilitating executive operations.

Benefits

Extensive Benefits

Terrific Bonus

3-4 Weeks of Vacation

Qualifications

• 5+ years supporting C-level Executives in a fast-paced environment.
• Excellent time management and multitasking skills.
• Strong proactive and resourceful mindset.

Responsibilities

• Manage complex and changing calendars for two executives.
• Arrange extensive travel and prepare detailed itineraries.
• Draft and edit correspondence for internal and external stakeholders.

Skills

Time Management

Attention to Detail

Multitasking

Collaboration

Education

Completion of post-secondary education

Tools

Microsoft Office Suite

Job description

EXECUTIVE ASSISTANT to a COO and an EVP:

Salary is 110,000-120,000, Immediate Full and Extensive Benefits +Terrific Bonus+ RRSP+ 3-4 Weeks of Vacation!!!

This a hybrid role (4 days) in the office and there is some flexibility about remote work. The office is DT Toronto and walking distance from Union Station.

The OPPORTUNITY is with a client that is a well branded organization that is socially conscious and the client seeking an Executive Assistant to support a COO and an EVP. The Executives are looking for a long-term partnership with their EA. The Executives want an Executive Assistant with initiative, strong attention to detail and the ability to work with internal and external stakeholders. In this role, you will manage complex and ever-changing calendars, manage inboxes, arrange and book travel, organize events, create and prepare documentation, correspondence and presentations. This is an exciting role for an experienced and highly capable EA who thrives in a busy and collaborative environment!

Responsibilities include:

• Manage two complex and constantly changing calendars, schedule meetings (including internal and external Board, Committee meetings) and appointments. Maintain constant collaboration with other Senior Executives’ calendars. Use judgment to ensure the schedule, workload, ongoing initiatives are well-balanced
• Arrange/organize external meetings and meetings with high profile clients/Executives and ensure the Executives have all meeting materials in advance
• Manage two busy inboxes and flag urgent emails
• Book and manage extensive travel (flights, hotel and car service) and provide a detailed itinerary
• Draft and edit correspondence for internal and external stakeholders
• Prepare reports and presentations for external and internal meetings
• Plan, organize and coordinate large and small offsite events for clients and for internal team members
• Plan department meetings and ensure all meeting material is organized and ready in advance of the meeting
• Prepare and submit detailed expense reports
• Keep track of client contact information
• Interact with external parties, act as an extension of the Executives with external clients and direct reports
• Manage confidential information

Qualifications:

• Previous experience (5+ years) supporting C-level Executives in a fast-paced environment
• Excellent time management skills with the ability to multitask and manage competing priorities
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Completion of post secondary education is an asset
• Strong attention to detail with a forward thinking/proactive disposition
• Collaborative and detail-oriented with a proactive and resourceful mind-set