Executive Assistant to Chief Executive Officer

Luann Bagg Staffing Inc.; Toronto; On-site; CAD 100,000 - 115,000; Full time

Job summary

Luann Bagg Staffing Inc. is seeking an Executive Assistant to support a busy CEO in a dynamic Toronto-based role. The position involves extensive calendar management, high-level administrative support, and confidential liaison with internal teams and external stakeholders.

The successful candidate will bring experience with C-level executives, board interactions, and a proactive, detail-oriented approach to deliverables, travel logistics, and board materials in a fast-paced environment.

Qualifications

• Previous experience supporting a C-level executive and experience working with a Board of Directors.
• Post secondary education is an asset.
• Exceptional written and verbal communication skills.
• Extremely detail oriented in a fast paced environment.
• Ability to build relationships with executives and government officials.
• Strong time management to handle CEO calendar and priorities.

Responsibilities

• Efficiently manage all day-to-day administrative matters of the CEO.
• Manage the CEO's calendar, prioritize demands and optimize time.
• Liaise with CEO and direct reports while maintaining confidentiality.
• Coordinate events, travel arrangements, and board materials.
• Prepare board meeting materials and submission timelines.
• Handle expense submissions for CEO and board expenses.
• Act as a communication bridge between CEO's office and internal teams.

Skills

C-level support

Board experience

Confidentiality

Communication skills

Time management

Travel coordination

Relationship building

Education

Diploma or Degree

Tools

Microsoft Office

Job description

Executive Assistant to the CEO (This is a seven month contract that could be extended)

Salary is 100,000-115,000 plus vacation pay.

This is a role that is in the office 5 days. The office is DT Toronto and it is a 5 minute walk from Union Station.

The OPPORTUNITY: Our client is an organization that has a long, stable history in Toronto and it is both environmentally and socially responsible. They are seeking an Executive Assistant to support a busy and dynamic CEO. This CEO knows the true value that an EA can provide. In this role you will be responsible for assisting a busy CEO with extensive and complex calendar management, triaging email and providing a high level of administrative support. The successful candidate will possess drive, initiative and a passion to contribute to the success of the CEO and the organization! If you are an individual who enjoys working in a dynamic and collaborative environment, then we want to hear from you!

Duties and Responsibilities:

• Efficiently manage all day-to-day administrative matters of the CEO.
• Managing the CEOs calendar, ensuring demands are effectively prioritized and the time of the CEO is utilized in an efficient and effective way. The CEO is a part of several external Boards and travels globally to give speeches and attend conferences.
• Liaising with the CEO and their direct reports through information sharing and follow-up, while maintaining a high level of confidentiality and discretion.
• Keen ability to build and maintain relationships with internal and external stakeholders, Board of Directors, prominent community leaders and with leaders within the government.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, reviewing speeches and reports, etc.
• Evaluating, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Organizing and coordinating events in collaboration with other teams, such as off-site meetings, conferences and business functions on behalf of the CEO.
• Coordinating extensive travel (flights, accommodation and car service), provide detailed itineraries, and agendas and compile documents for travel-related meetings.
• Assisting the CEO in preparing Board and Committee meeting materials, meeting submission timeline and deadlines.
• Accurate and timely management of all expense submissions for the CEO and for external Board expenses, following protocols to obtain necessary approvals.
• Providing a bridge for smooth communication between CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support.
• Perform ad hoc and other duties as required.

Qualifications:

• Previous experience supporting a C-level executive and experience working with a Board of Directors.
• Post Secondary Education (Diploma or Degree) is a definite asset.
• Exceptional written and verbal communication skills.
• Possesses the ability to be extremely detail oriented in a fast paced and dynamic environment.
• A critical thinker with the ability to exercise sound judgment, confidentiality, discretion and integrity at all times.
• Possesses the ability to build relationships with prominent global/local executives and government officials.
• Excellent time management skills to assist with the efficient management of the CEOs’ time.
• Possesses the ability to recognize and identify constantly changing and shifting priorities to ensure all deadlines are met.
• Self-motivated, proactive, resourceful and has the ability to remain calm while working with deadlines.
• Advanced proficiency in Microsoft Office applications.
• Possesses tact, diplomacy and enjoys building relationships with internal and external stakeholders.