Executive Coordinator

TDS Personnel; Markham; On-site; CAD 52,000 - 68,000; Full time

Job summary

TDS Personnel is assisting a professional services firm near Markham in finding an Executive Coordinator to support several senior leaders and keep the office running smoothly. This is a temp-to-permanent opportunity designed for someone looking to establish themselves within a supportive and growing organization.

You will manage calendars, coordinate travel, prepare expenses, liaise with vendors, handle confidential matters, and help with projects and events in a collaborative, fast-paced

Qualifications

• 1+ years of experience in administrative, executive assistant, office coordinator, office manager, or personal assistant capacity.
• Excellent organizational skills with the ability to manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills with a polished and professional demeanor.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• High level of discretion and comfort handling confidential information.

Responsibilities

• Manage calendars for several executives, scheduling meetings and coordinating appointments.
• Coordinate domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Prepare and submit expense reports accurately and in a timely manner.
• Screen calls and correspondence and provide general day-to-day administrative support.
• Assist senior leaders with projects, requests, and administrative tasks to help them remain organized and operate efficiently.
• Complete business and personal errands as required.
• Coordinate lunches, catering, and other purchases.
• Assist with personal appointments and miscellaneous requests.
• Handle personal and confidential administrative matters with discretion and professionalism.
• Order and maintain office, kitchen, and workplace supplies.
• Liaise with office vendors, service providers, and cleaning personnel.
• Help ensure the office, kitchen, and common areas remain clean and presentable.

Skills

Calendar management

Travel coordination

Expense reports

Administrative support

Vendor liaison

Office organization

Discretion

Education

1+ years administrative experience

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Our client, a professional services firm located close to Markham is seeking an Executive Coordinator to provide support to a small group of senior leaders while helping ensure the smooth day-to-day operation of the office. This is a temp-to-permanent opportunity for someone interested in establishing themselves within a supportive and growing organization.

The successful candidate is strong communicator with a positive and professional attitude, excellent organizational skills, and an "all hands on deck" mentality. Whether coordinating travel, assisting with administrative needs, liaising with vendors, or helping to keep the office organized, no task is considered too big or too small. A proactive, solutions-oriented mindset and strong attention to detail are essential.

Responsibilities

• Manage calendars for several executives, scheduling meetings and coordinating appointments.
• Coordinate domestic and international business and personal travel, including flights, accommodations, transportation, and detailed itineraries.
• Prepare and submit expense reports accurately and in a timely manner.
• Screen calls and correspondence and provide general day-to-day administrative support.
• Assist senior leaders with a variety of projects, requests, and administrative tasks to help them remain organized and operate efficiently.
• Complete business and personal errands as required.
• Coordinate lunches, catering, and other purchases.
• Assist with personal appointments and miscellaneous requests.
• Handle personal and confidential administrative matters with a high degree of discretion and professionalism.
• Order and maintain office, kitchen, and workplace supplies.
• Liaise with office vendors, service providers, and cleaning personnel.
• Help ensure the office, kitchen, and common areas remain clean, organized, and presentable including light kitchen duties such as loading and unloading the dishwasher, stocking refreshments, and tidying shared spaces.
• Prepare meeting rooms and assist with hospitality for clients and guests.
• Support office initiatives, events, and special projects as required.

Qualifications

• 1+ years of experience in an administrative, executive assistant, office coordinator, office manager, or personal assistant capacity.
• Excellent organizational skills with the ability to manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills with a polished and professional demeanor.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• High level of discretion and comfort handling confidential information.
• Valid Ontario driver's license and access to a reliable vehicle, as local errands and occasional off-site responsibilities are a regular part of the position.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.