Executive Assistant

INTUS Group of Companies; Toronto; Hybrid; CAD 70,000 - 80,000; Full time

Benefits offered by this job

Company vehicle and gas card

Annual bonus up to 5%

Group benefits after 3-month wait

3–4 weeks paid vacation

Job summary

INTUS Group of Companies in Ontario seeks an experienced Executive Assistant to provide comprehensive support to a senior executive. The role includes calendar management, travel arrangements, inbox oversight, and meticulous meeting preparation, with a strong emphasis on discretion and professionalism.

The position is hybrid (3 days WFH) and requires travel across Toronto and beyond. Competitive base salary and a 5% annual bonus accompany strong benefits and growth opportunities.

Qualifications

• Experience as an Executive Assistant supporting senior-level executives.
• Proficient in Microsoft Office, Gmail, Canva, and calendar management.
• Strong organizational and time-management abilities with prioritization skills.
• Ability to travel and pass a background check.

Responsibilities

• Manage executive schedule, meetings, travel, and personal commitments.
• Monitor and organize executive inboxes and prioritise urgent emails.
• Coordinate national and international travel and personal errands.
• Prepare agendas, reports, presentations, and meeting minutes.
• Oversee expense reports, office supplies, vendor contracts, and facilities.
• Maintain confidentiality across business and personal matters.

Skills

Organizational skills

Time management

Communication skills

Stakeholder management

Education

Post-secondary education in a relevant field (preferred)

Tools

Microsoft Office

Gmail

Canva

Calendar apps

Job description

Our group of companies is at the forefront of the utility/infrastructure industries in Ontario. We have offices in Downtown Toronto, Markham, Barrie, and beyond. To support our ambitious objectives, we are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to one of our senior executives.

Role Description:

As the Executive Assistant, you will be instrumental in facilitating the executive's effectiveness by providing information management support and representing the executive to others. This position requires a high level of professionalism, versatility, and discretion. Confidentiality is a must!

Responsibilities:

• Comprehensive Support: Manage all aspects of the executive's schedule, including meetings, appointments, and travel arrangements. Provide support for both professional and personal commitments.
• Email Inbox Management: Monitor and organize designated executive inboxes, identifying urgent correspondence.
• Travel and Errands: Organize national and international travel plans. Conduct personal and family appointments, and manage general errands, shopping, and personal tasks as needed.
• Follow-up on Action Items: Actively track and follow up on action items and priorities to ensure that deadlines are met, demonstrating strong project management skills.
• Personal Support Tasks: Booking personal appointments, assisting with family-related appointments, and handling general errands highlight the EA's role in supporting the executive's personal life for a better work-life balance.
• Communication Management: Serve as the primary point of contact for internal and external communications. Prioritize and handle emails and calls, ensuring efficient information flow.
• Document and Presentation Preparation: Prepare agendas, reports, presentations, and meeting minutes and materials, ensuring accuracy and attention to detail.
• Expense and Office Management: Oversee expense reports, manage office supplies, handle vendor contracts, and ensure facilities maintenance. Ensure operational efficiency within the office environment.
• Confidentiality and Discretion: Handle sensitive information with the utmost discretion, maintaining confidentiality across all business and personal matters.

Qualifications:

• Previous experience in an Executive Assistant role or similar, with a track record of impeccable support to senior-level executives, is preferred - but willingness to learn is most important!
• Strong proficiency in Microsoft Office Suite, Gmail, Canva, and calendar management applications.
• Exceptional organizational and time management skills, with the ability to prioritize effectively.
• Superior communication skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and clients.
• Demonstrated ability to manage complex schedules and travel arrangements.
• Flexibility to adapt to changing priorities and willingness to take on new challenges.
• Post-secondary education in a relevant field is preferred but not required.
• Must be eligible to travel and able to pass a comprehensive background check.

Compensation and Benefits:

• Base salary of $70,000-$80,000 per year, based on experience, qualifications, and demonstrated capabilities
• Annual bonus of up to 5% of base salary, based on performance
• 3-4 weeks of paid vacation
• Company vehicle and gas card provided; alternatively, employees using their own vehicle may receive a monthly vehicle allowance and up to $450 per month for gas
• Group benefits after a three-month waiting period, including: Prescription drug and medical coverage, Dental and vision coverage, Paramedical services, including massage therapy, physiotherapy, chiropractic care and psychological services, Life, AD&DD and dependent life insurance, Long-term disability coverage, Emergency travel medical coverage, Mental-health and wellness resources
• Health and lifestyle benefits of $750 available after one year of employment
• Opportunities for salary growth based on performance and increased responsibilities

Travel Requirements:

• A valid driver's licence and willingness to travel are required
• Regular travel throughout Toronto, the GTA, Barrie, and surrounding areas will be required

Hybrid Role: 3 days WFH