Executive Assistant

Vaco by Highspring; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

Vaco by Highspring in Toronto seeks an experienced Executive Assistant for a 1-year fixed-term contract. You will manage complex calendars, coordinate domestic and international travel, prepare reports, and support senior leaders with discretion and professionalism.

The role requires 3+ years in fast-paced environments, advanced MS Office, and experience with SAP and Concur. You will liaise with stakeholders across regions and ensure smooth operational execution.

Qualifications

• 3+ years of Executive Assistant experience in fast-paced, complex environments.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint).
• Strong organizational and time management abilities.
• Excellent written, verbal, and interpersonal communication.
• Ability to support multiple regions and occasional travel.

Responsibilities

• Prepare, edit, and maintain Microsoft Word documents.
• Record detailed meeting notes and high-volume typing.
• Manage executive calendars and schedules.
• Prepare and submit travel and expense reports through Concur.
• Initiate and maintain payment of invoices, purchase requisitions, and purchase orders through SAP.
• Collect and compile reports, correspondence, data, and business materials.
• Coordinate document reviews, editing, and approvals.
• Assist with formatting presentations, memos, reports, and communications.
• Coordinate domestic and international travel arrangements and accommodations.
• Prepare travel documentation and visa applications.

Skills

MS Office

Time management

Communication

Scheduling

Executive support

Stakeholder management

Travel coordination

Tools

SAP

Concur

Job description

Contract Type: 1-Year Fixed-Term Contract

Start Date: As Soon As Possible

Role Objective

To provide proactive, strategic, and high-level executive support that enables organizational leaders to maximize their effectiveness, focus on key business priorities, and achieve operational objectives. The Executive Assistant serves as a trusted partner, managing complex schedules, facilitating communication, coordinating critical projects, and anticipating organizational needs with discretion, sound judgement, and exceptional attention to detail. Through strong stakeholder management, problem-solving, and organisational expertise, the role contributes to executive productivity, operational excellence, and the successful execution of business initiatives.

Primary Roles & Responsibilities

• Prepare, edit, and maintain Microsoft Word documents
• Record detailed meeting notes and perform accurate, high-volume typing
• Manage executive calendars and schedules
• Prepare and submit travel and expense reports through Concur
• Initiate and maintain payment of invoices, purchase requisitions, and purchase orders through SAP
• Collect and compile reports, correspondence, data, and business materials
• Coordinate document reviews, editing, and approvals
• Assist with formatting presentations, memos, reports, and communications
• Coordinate domestic and international travel arrangements and accommodations
• Prepare travel documentation and visa applications

Requirements & Skills

• Minimum 3 years of Executive Assistant experience in a fast-paced and complex environment, preferably within the legal sector
• Advanced Microsoft Office skills, including Word, Excel, and PowerPoint
• Strong organisational and time management abilities
• Excellent written, verbal, and interpersonal communication skills
• Ability to work flexible schedules supporting multiple regions
• Occasional travel may be required
• Experience with SAP and Concur preferred

This position for employment is for a current vacancy with Highspring's client.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of colour, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. The company is also committed to ensuring that persons who need accommodations are provided with reasonable accommodations; if one is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring respects your privacy and is committed to providing transparent notice of our policies in English here and in French here. Additionally, the company uses AI to perform preliminary screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco/Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

Having said that Vaco by Highspring believes that the salary range referenced reasonably estimates the base compensation for an individual hired into this position. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).