Executive Assistant

Marberg Staffing; Toronto; Hybrid; CAD 56,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Marberg Staffing is seeking an Executive Assistant for a professional college in downtown Toronto. This contract role (approx. 18 months) reports to the CEO and Registrar and involves high-level confidential support, governance work, and intense calendar and meeting management.

The position is hybrid (1–2 days remote, 3–4 onsite per week) with some days onsite based on client needs. Ideal candidates have 5+ years of executive support experience and advanced MS Office skills.

Qualifications

• Post-Secondary Diploma in business administration or equivalent combination of work experience and education.
• At least 5+ years of progressive experience providing executive support to senior leadership.
• Regulatory or legal sector experience is an asset.
• Advanced proficiency in MS Office (Word, Excel, Outlook, PowerPoint, Teams).
• Familiarity with PowerBI to produce reports and dashboards.

Responsibilities

• Provide high-level, confidential support to CEO and Registrar's office. Manage priorities and communications with discretion.
• Prepare, coordinate and distribute meeting materials, reports and briefing documents.
• Arrange meetings and events, handle logistics including scheduling, facilities, catering, AV and virtual arrangements; attend and minute meetings as required.
• Coordinate with CEO on calendar management; resolve conflicts and provide briefings on engagements.
• Assist with Board meeting prep and board portal administration (BoardEffect) and onboarding of new users.
• Support special projects and policy documents; data gathering and initial drafts.

Skills

Executive support

Calendar management

Stakeholder relations

Discretion & confidentiality

Professional English writing

Meeting coordination

Education

Post-Secondary Diploma in business administration

Tools

MS Office

PowerBI

BoardEffect

Job description

Executive Assistant for professional college, downtown Toronto.

Job Type: Contract.

Initial Term: ASAP for approximately 18 months.

Existing Vacancy: Parental leave coverage.

Compensation: From $40.67 to $43.80 per hour.

Regular Work Hours: 7.5 hours per day with 1 hour lunch break, to be worked during regular business hours, Monday to Friday (37.5 work hours per week).

Work Location: Hybrid, with approximately 1-2 days per week remote-based and 3-4 days onsite, according to client business requirements. Additional onsite work days may be required according to client business need.

Position Reports To: CEO and Registrar.

Responsibilities Summary:

Provide high-level, confidential support to CEO and Registrar's office, enabling effective execution of regulatory, governance and organizational responsibilities. Will manage priorities, facilitate communications and ensure professionalism, discretion and efficiency across all areas of college operations.

• Build and sustain trusted relationships with internal and external stakeholders.
• Prepare, coordinate and distribute quality meeting materials, correspondence, reports, presentations and briefing documents.
• Arrange internal and external meetings and special events, managing all logistical requirements including scheduling, facilities, catering, AV and virtual arrangements. Attend and minute meetings as required.
• Coordinate closely with CEO to provide proactive calendar and time management. Resolve competing demands and coordinate meeting schedules, and providing briefings and information summaries on scheduled engagements.
• Assist with Board meeting preparation. Maintain BoardEffect administration platform and ensure Board members have timely access to governance materials. Provide new user orientation and basic troubleshooting.
• Assist with special projects and strategic initiatives, including research, data gathering and preparation of initial drafts and policy documents.
• Support management team with meeting coordination, tracking and following up on ongoing initiatives and action items, and additional team administrative support as required.
• Monitor, review and process incoming invoices for payment approval. Manage membership, subscription and affiliation accounts.
• Additional executive and administrative support services as required.

Qualifications:

Education: Post-Secondary Diploma in business administration or equivalent combination of work experience and education.

Preferred Work Experience: At least 5+ years of progressive experience providing executive support to senior leadership.

Preferred Sector Experience: Regulatory or legal sector experience an asset.

Technical and Language Skills Requirements:

• Advanced proficiency in MSOffice, including Word, Excel, Outlook, PowerPoint and Teams (will be tested).
• Familiarity with PowerBI to produce reports and dashboards (may be tested).
• Strong typing skills and excellent attention to detail (will be tested).
• Proficiency with BoardEffect or similar board administration portal.
• Expert level English business writing skills, including excellent spelling, grammar, proofreading and syntax (will be tested).
• Polished, professional English conversational skills suitable for a diverse range of audiences including senior leadership.

Task -Based Qualifications and Additional Attributes:

• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Experience managing budgets, invoices, procurement processes and service contracts.
• Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders. Demonstrated ability to build trusted relationships.
• Demonstrated ability to collaborate with diverse perspectives, interests, and identities to ensure voices are heard, valued, included, and respected.

Additional Requirements:

• Must be available for online interview on Wednesday October 7, and onsite interview on Friday October 9.
• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to promptly provide recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to position start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.