Executive Assistant

Arch Corporation; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading corporation in Toronto is seeking a highly organized Executive Assistant to support its President and management team. The ideal candidate excels in managing executive-level administrative tasks while providing marketing assistance in presentations. This full-time role demands attention to detail, professionalism, and the ability to maintain confidentiality. The candidate should be proactive and resourceful, with strong communication skills and the ability to thrive in a fast-paced environment.

Qualifications

• 3+ years of experience as an Executive Assistant supporting senior leadership.
• Proven marketing skills with experience in preparing presentation and communications materials.
• Ability to prioritize tasks effectively and adapt to changing priorities.

Responsibilities

• Acting as a liaison and primary point of contact between executives, employees, and external partners.
• Provide administrative support, including managing calendars and scheduling meetings.
• Prepare, edit, and format presentations for meetings and external communication.

Skills

Executive Support

Marketing Skills

Communication Skills

Confidentiality

Microsoft Office

Interpersonal Skills

Tools

PowerPoint

Canva

Mailchimp

Adobe Creative Suite

Job description

Overview

We are seeking a highly organized, proactive, and versatile Executive Assistant to support the President and management team. The ideal candidate will demonstrate excellence in managing executive-level administrative tasks while applying marketing knowledge to assist in the creation and preparation of presentations and communication materials. This role requires attention to detail, excellent communication skills, and the ability to handle confidential information with discretion. The ideal candidate adapts well in a fast-paced environment and demonstrates professionalism and reliability.

Responsibilities

• Acting as a liaison and primary point of contact between executives, employees, clients and external partners
• Provide administrative support to the President and other members of the executive team, including managing calendars, scheduling meetings, coordinating travel and handling correspondence
• Provide personal support to the President as needed, including assistance with personal appointments, errands and travel while maintaining confidentiality and discretion
• Draft, send and respond to emails maintaining a professional tone and consistent messaging
• Monitor and manage the “info” email inbox
• Prepare, edit and format presentations, spreadsheets, reports and other materials for meetings, board presentations and external communication
• Maintain and regularly update client and prospect database to support personalized outreach, marketing campaigns and business development efforts
• Coordinate follow-ups on actions from meetings, ensuring timely completion by the team
• Take and prepare board meeting minutes and assist with board-related documentation
• Conduct research and data compilation as required
• Prepare and submit monthly expense reports for senior executives
• Coordinate travel requests and manage travel arrangements for the management team ensuring all logistics are handled efficiently
• Handle confidential and sensitive information with discretion and professionalism
• Assist with organizing executive events, off-site meetings and team engagements as required
• Maintain internal databases with up-to-date information
• Utilize marketing and design tools (i.e. PowerPoint, Canva, Mailchimp, Adobe Creative Suite)
• Assist with special projects and other duties as assigned

Qualifications

• 3+ years of experience as an Executive Assistant supporting senior leadership
• Proven marketing skills with experience in preparing presentation and communications materials
• Proficiency in Microsoft Office (PowerPoint, Excel, Word, Outlook); familiarity with graphic design or marketing software is an asset
• Strong written and verbal communication skills with attention to detail
• Ability to prioritize tasks effectively, manage deadlines and adapt to changing priorities
• Strong interpersonal skills with a professional demeanor and the ability to handle confidential matters with discretion
• Proactive and resourceful, with the ability to work effectively both independently and as part of a team

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative