Executive Assistant

Peak Associates Limited; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A financial services firm in Toronto is seeking an experienced Executive Assistant to support the executive team. The role involves calendar management, travel coordination, and preparation of financial reports. Ideal candidates will have over 5 years of experience in fast-paced corporate settings, strong communication skills, and proficiency in MS Office. This is a full-time on-site position.

Qualifications

• 5+ years in an Administrative or Executive Assistant role in a fast-paced corporate environment.
• Experience in the Financial Services sector preferred.
• Ability to manage confidentiality and sensitive issues.

Responsibilities

• Manage calendars and act as a gatekeeper.
• Coordinate meetings and corporate travel itineraries.
• Prepare financial reports and maintain documentation.

Skills

Calendar management

Corporate travel coordination

Excellent oral and written communication

Interpersonal skills

Time management

MS Office proficiency

Job description

The Executive Assistant will be critical to maintaining organization, priorities and optimal business practices for the department and Executive. You have a strong understanding of how to effectively support busy teams in a fast-paced setting and take pride in making an impact as a valued member of the team.

Please note that this role is based full-time onsite in Toronto.

Responsibilities Include:

• Calendar management and gatekeeping.
• Coordination of corporate travel itineraries.
• Coordination of meetings and functions, including arranging facilities/catering, meeting materials and any necessary travel arrangements.
• Correspondence as required – typing, memos, letters, email, filing, scanning, photocopying and mail.
• Preparation of financial reports and updating spreadsheets as required.
• Maintain databases, files, and documentation.
• Act as the go-to person for administrative and operational needs for the department.
• Collaborate and engage with staff at all levels.
• Coordination of internal and external events; planning and logistics, sending and tracking invitations, execution, etc.
• Assist with corporate and execution of projects as needed.
• Provide assistance/flexibility and assume cross functional duties for other team members as requested.

Key Attributes & Experience:

• Previous experience (preferably 5+ years) in an Administrative or Executive Assistant (or similar) role in a fast-paced corporate setting, strong preference to experience from the Financial Services sector
• Collaborative team player with strong interpersonal skills and the ability to coordinate and communicate with employees at various levels in the organization.
• Detail orientated self-starter with a high level of organizational and time management skills.
• Excellent oral and written communication skills.
• Demonstrated ability to manage confidentiality and sensitive issues.
• Flexible, pro-active and enthusiastic.
• Advanced proficiency in MS Office