Executive Assistant (Temporary to Permanent)

Recruiting In Motion - Eastern Ontario; Toronto; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario in Toronto is seeking an experienced Executive Assistant to provide dedicated support to two North American executives in a fast-paced, dynamic environment. You will anticipate needs, manage competing priorities, and handle sensitive information with professionalism.

Key duties include calendar coordination across time zones, travel planning, expense reporting, and meeting logistics.

Qualifications

• 2+ years of experience supporting senior leaders in an EA or administrative role.
• Outstanding organizational skills with the ability to manage multiple priorities and deadlines.
• Professional handling of confidential information with discretion.

Responsibilities

• Coordinate complex calendars and meetings across multiple time zones.
• Arrange domestic and international travel, itineraries, and expenses.
• Serve as a point of contact for internal teams, partners, and stakeholders.
• Maintain executive schedules, anticipate conflicts, and manage day-to-day admin tasks.
• Assist with conferences, events, and off-site meetings.
• Maintain records and CRM data, support meeting follow-ups and documentation.
• Support office operations and logistics as needed, including catering and visitor coordination.

Skills

Calendar management

Travel coordination

Executive support

Communication

Confidentiality

Tools

Google Workspace

Zoom

Microsoft Teams

CRM platforms

Job description

Executive Assistant (Temporary to Permanent)

Location: Toronto, ON (Hybrid - 4 days in office) Compensation: $50,000 - $65,000

Our client is looking for a highly organized Executive Assistant to provide dedicated support to two executives based in North America. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and can confidently anticipate the needs of busy leaders.

What You'll Be Doing

• Coordinate complex calendars, meetings, and appointments across multiple time zones.
• Arrange domestic and international travel, prepare itineraries, and manage expense reporting.
• Serve as a trusted point of contact for internal teams, external partners, and key stakeholders.
• Keep executive schedules running smoothly by anticipating conflicts, prioritizing requests, and managing day-to-day administrative needs.
• Assist with conference planning, executive events, off-site meetings, and team gatherings.
• Maintain accurate records and relationship data within CRM platforms while supporting meeting follow-ups and general documentation.
• Partner with the office team on meeting logistics, catering, visitor coordination, and day-to-day office operations when required.
• Leverage AI and productivity tools to improve efficiency and streamline administrative processes.
• Provide occasional administrative support to the broader leadership team as business needs evolve.

What We're Looking For

• 2+ years of experience supporting senior leaders in an Executive Assistant or administrative capacity.
• Exceptional organizational skills with the ability to juggle competing priorities and changing deadlines.
• Strong communication skills and a high level of professionalism when handling confidential information.
• Comfortable working with Google Workspace, Zoom, Microsoft Teams, and other collaboration tools.
• Experience with expense management software and CRM platforms is an asset.
• A proactive, adaptable approach with the ability to work independently and build strong relationships across the organization.
• Previous experience supporting executives in professional services, investment, financial services, or a similarly fast-paced environment is considered an asset.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team. The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.