Executive Assistant & Personal Assistant

Luann Bagg Staffing Inc.; Toronto; On-site; CAD 100,000 - 120,000; Full time

Job summary

A prominent staffing agency is seeking an Executive and Personal Assistant for a busy CEO in Toronto. The role requires excellent organizational and communication skills, proactive problem-solving abilities, and experience supporting senior executives. Responsibilities include managing complex calendars, travel arrangements, and personal duties. The position offers a competitive compensation package, full benefits, and opportunities for growth in a dynamic working environment.

Benefits

Great bonus

Full benefits

4+ weeks of vacation

Qualifications

• Experience supporting a CEO or Senior Executive is a must.
• Excellent verbal and written communication skills required.
• Ability to work effectively in a fast-paced environment.

Responsibilities

• Maintain a complex calendar and schedule meetings.
• Manage the CEO's email and prioritize urgent requests.
• Arrange travel plans including itineraries and accommodations.
• Prepare meeting materials and attend meetings to take notes.
• Assist with personal tasks and duties for the CEO.
• Travel with the CEO as required.

Skills

Communication skills

Problem-solving skills

Interpersonal skills

Organizational skills

Attention to detail

Proficiency with MS Office

Education

University degree or post-secondary education

Job description

Executive and Personal Assistant

Compensation: 100,000-120,000+ Great Bonus+ Full Benefits+ 4+ Weeks of Vacation. This role is working in the office 5 days per week and the office is in Toronto.

The OPPORTUNITY: Is with a CEO that wants the Executive Assistant and Personal Assistant. The client is a quality brand and industry changing organization that is looking for an exceptional Executive Assistant/Personal Assistant to assist a very busy CEO. 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

• Maintain and coordinate a complex and constantly changing calendar, including scheduling meetings and conference calls, preparation of meeting materials and related tasks
• Manage and triage a busy email inbox and ensure that the CEO is aware of urgent/important requests/messages
• Communicate directly, and on behalf of the CEO, with internal and external stakeholders and provide reliable and timely resolution to inquiries
• Arrange travel schedules (commercial and private) which includes detailed itinerary, with flights, hotels. car service, dinner reservations etc.
• Provide meeting materials and ensure meetings are arranged with catering, technical set up and attend select meetings to take minutes and follow up on action items
• Prepare expense reports and ensure accuracy of expenses
• Compose and prepare correspondence for the CEO
• Assist with the preparation of materials for Board meetings
• Manage family schedules (local and international), travel, expenses, benefit claims etc.
• Personal expense management and personal duties as required by the CEO
• Enjoy ad hoc projects and requests that help the CEO
• Travel with the CEO or family as required

Qualifications

• A university degree or post-secondary education is considered a definite asset
• Demonstrated experience supporting an CEO or Senior Executive with business and personal requests
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to build effective working relationships within all levels of an organization and with external stakeholders
• Proficiency with MS Office (Word, PowerPoint, Excel, Outlook)
• A proven ability to work effectively in a fast-paced organization that is constantly changing and has multiple competing priorities
• Strong organizational skills and an energetic demeanour
• Strong attention to detail and a proactive focus on keeping track of deadlines, priorities and commitments
• Possesses a sense of urgency and confidentiality; works well under pressure and in time constraints
• Tactful, sound judgement, discreet and strives to exceed expectations