Executive Assistant and Office Manager

Luann Bagg Staffing Inc.; Toronto; On-site; CAD 70,000 - 85,000; Full time

Job summary

A boutique staffing agency is seeking an Executive Assistant and Office Manager in Toronto. The role involves supporting senior executives, managing schedules, planning events, and ensuring a smooth office operation. Ideal candidates have strong communication skills, extensive experience in fast-paced environments, and a flair for event planning. This position includes a competitive salary, benefits, and ample vacation.

Benefits

Fantastic bonus

Great pension plan

4 weeks of vacation and personal days

Paid parking

Qualifications

• 3+ years of experience in a fast-paced, professional environment supporting Senior Executives.
• Exceptional written and verbal communication skills.
• Resourceful, proactive, flexible, collaborative and team oriented.

Responsibilities

• Provide direct administrative support to the senior leadership team.
• Arrange domestic and global travel and local offsite meetings.
• Help coordinate and plan internal and external events.

Skills

Strong communication skills

Problem-solving skills

Event planning

Ability to build relationships

Attention to detail

Proactive attitude

Education

College diploma or undergraduate degree

Tools

MS Office (Word, Excel, Outlook, PowerPoint)

Job description

Executive Assistant and Office Manager

Salary 70,000 to 85,000 + fantastic bonus + great pension plan + full benefits + 4 weeks of vacation and personal days + paid parking!

This role is a short walk from Union Station and you will be required to work in the office 5 days a week.

Overview

This boutique organization is growing and it is progressive and forward thinking. The Executive Assistant will assist the Senior Leadership team and also work as the Office Manager. This role will include managing calendars, schedules, meetings, providing meeting materials and arranging travel. As the Office Manager, you will be working collaboratively with several internal executives on planning employee and executive events. The ideal candidate should really enjoy planning events as there will be 10-12+ events per year! The ideal candidate will have strong communication skills, problem solving skills as well as the proven ability to build and maintain relationships with many stakeholders and business leaders. If you are proactive, resourceful and have the ability to prioritize and effectively manage multiple priorities as well as enjoy being part of a motivated and engaged culture, then we want to hear from you!

Responsibilities

• Provide direct administrative support to the senior leadership team (SLT) within of the company.
• Work closely with executives to proactively manage schedules/calendars and competing priorities.
• Arrange domestic and global travel (flights/hotels/car service/provide a detailed itinerary) and local offsite meetings. Proactively manage travel time for meetings within the GTA.
• Help coordinate and plan internal and external events for employees and executives. Events include “fun socials”, Executive dinners, off-site volunteer days, lunch and learns, etc.
• Work with facilities and vendors to ensure the office runs in a smooth and efficient way.
• Acts as liaison between the SLT and external partners as needed.
• Coordination of office supplies, plan events for the office, order catering for employees, maintain office inventory, manage event expense/budget and ensure the premises are warm and welcoming for guests.
• Other duties and special projects as assigned.

Qualifications

• College diploma or undergraduate degree is an asset
• 3+ years of experience in a fast-paced, professional environment supporting Senior Executives
• Ability to thrive in a team-oriented culture and enjoy being the “go to” within the office.
• High attention to detail and accuracy.
• Exceptional written and verbal communication skills.
• Advanced knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and open to learning new applications as needed.
• Resourceful, proactive, flexible, collaborative and team oriented.
• Confidential and self-motivated with a “wanting to learn” mind-set.
• Enjoys event planning and enhancing the corporate culture.
• Collaborative and team oriented approach