Executive Assistant/Project Coordinator

Luann Bagg Staffing Inc.; Toronto; On-site; CAD 100,000 - 110,000; Full time

Job summary

A leading consulting firm in downtown Toronto seeks an Executive Assistant/Project Coordinator to partner closely with an executive. The ideal candidate will have strong administrative and problem-solving skills, a background in hospitality or a client-facing role, and a keen ability to manage multiple tasks efficiently. This position requires in-office work three days a week and offers fantastic compensation and benefits, including a pension plan and four weeks of vacation.

Benefits

Total compensation of $100,000-$110,000

Full benefits

Pension plan

4 weeks of vacation

Qualifications

• Experience in the hospitality industry combined with administrative experience.
• Experience in a client-facing administrative role.
• Strong organizational and time management skills.

Responsibilities

• Manage busy calendars and prepare necessary materials.
• Handle travel arrangements and provide detailed itineraries.
• Ensure all internal and external stakeholders have a positive experience.

Skills

Strong administrative skills

Problem-solving skills

Strong influencing skills

Strong verbal and written communications skills

Organizational skills

Education

Post secondary education (Degree or Diploma)

Job description

Executive Assistant/Project Coordinator

Total Compensation:100,000-110,000+ Fantastic Full Benefits+ Pension Plan+ 4 Weeks of Vacation!!!

This role is downtown Toronto and less than a 5-minute walk from Union Station.

The individual will be required to work in the office 3 days per week.

THE OPPORTUNITY:

Is with a client that is a Consulting firm that is innovative and very collaborative! The company is progressive and forward-thinking and is looking for a Project Coordinator/Executive Assistant to assist one busy Executive who wants a “right arm” and a long-lasting partnership. The ideal candidate would possess strong administrative and problem‑solving skills, combined with the proven ability to maintain a high level of accuracy and pay strict attention to detail. If you are proactive, resourceful, service‑oriented and really enjoy working in a client‑facing role then this would be a great career opportunity! This role will be rewarding due to the variety of duties and responsibilities.

Responsibilities can include but are not limited to:

• Proactively manage very busy calendars, ensuring all necessary materials and resources are prepared in advance.
• Gather and prepare the necessary information, materials and resources for meetings and events.
• Manage multiple projects and ensure all deliverables and deadlines are met.
• Create reports and presentations for external stakeholders.
• Plan and arrange events for external stakeholders.
• Conduct research as well as work with a CRM and ensure all information is up to date and accurate.
• Arrange travel (flights, hotel, car service) and make last minute changes as well as provide a detailed itinerary.
• Manage expenses and ensure they processed accurately and on time.
• Ensure a positive and professional experience for all internal and external stakeholders.
• Prepare and provide updates to the Executives on a regular basis regarding the priorities and objectives that have changed throughout the day.
• Build and maintain strong internal and external relationships, responding to any inquiries in a clear and efficient manner.

Qualifications:

• Experience working in the hospitality industry combined with administrative experience in an Consulting firm, Executive Search firm, a Professional Services firm or experience in a client‑facing administrative role.
• Strong influencing, interpersonal and diplomacy skills with a high comfort level in dealing with high profile senior Executives and individuals at all levels.
• Ability to take initiative and demonstrate a flexible approach in responding to needs as they arise.
• Strong service orientation and sound judgment in assessing requests, with the ability to act on issues and handle situations on the Executive’s behalf.
• Able to exercise discretion and tact in sensitive and confidential situations.
• Strong verbal and written communications skills.
• Strong organizational, time management and priority setting skills in order to meet tight deadlines.
• Post secondary education (Degree or Diploma) is a definite asset.