Executive Operations Assistant

JRoss Recruiters; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prominent national retail organization seeks an experienced Executive Assistant to provide high-level support to the COO. The role includes managing calendars, assisting with operational activities, and preparing documents for meetings. Ideal candidates will excel in organization and communication, while demonstrating adaptability in a fast-paced environment. This position offers significant opportunities for career growth within a collaborative team dedicated to operational excellence.

Qualifications

• Experience supporting senior executives, ideally in fast-paced environments.
• Ability to manage multiple tasks with attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Provide direct support to the COO by managing calendars and meetings.
• Assist in daily operational activities and ensure alignment with company goals.
• Handle administrative duties including travel arrangements and document preparation.

Skills

Organizational skills

Communication skills

Adaptability

Technical proficiency in Microsoft Office

Problem-solving

Tools

Microsoft Office Suite

Project management software

Job description

Executive Support: Provide direct, high-level support to the COO by managing complex calendars, scheduling and coordinating meetings, and preparing all necessary materials for meetings and presentations. Anticipate needs and act as a proactive point of contact.

Operational Coordination: Assist in the oversight of daily operational activities, supporting the COO in managing key initiatives across various locations. Help ensure that all operations align with the company’s business goals and objectives.

Task Management: Take responsibility for a wide range of administrative duties, including managing travel arrangements, overseeing office supplies, handling confidential documents, and ensuring seamless day-to-day operations within the COO’s office.

Project Assistance: Support the COO in various strategic projects, tracking milestones, ensuring deadlines are met, and following up on action items to ensure project success.

Liaison and Communication: Act as the main point of contact between the COO and other departments, senior leadership, and external stakeholders. Facilitate smooth communication and ensure information is accurately shared in a timely manner.

Document Preparation: Prepare reports, presentations, and other documents required for internal and external meetings. Ensure all materials are meticulously crafted, ensuring clarity, accuracy, and professionalism.

Problem-Solving & Adaptability: Address unforeseen challenges and evolving business needs. Provide swift solutions to ensure operations continue to run smoothly and that priorities are met without disruption.

Confidentiality & Discretion: Handle sensitive and confidential information with care, demonstrating a high level of professionalism and discretion in all aspects of the role.

Requirements

Proven EA Experience: Someexperience supporting senior executives, preferably within a fast‑paced, high‑growth, or retail environment.

Exceptional Organizational Skills: Ability to manage multiple tasks and deadlines efficiently while maintaining attention to detail and accuracy.

Strong Communication Skills: Outstanding written and verbal communication skills, capable of interacting with individuals at all levels within the organization and externally.

Adaptability and Initiative: A self‑starter with the ability to quickly adapt to changing priorities, take on new tasks, and work autonomously.

Technical Proficiency: Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), with experience using project management and scheduling software.

Professional Discretion: Ability to handle sensitive and confidential information with the utmost care, demonstrating integrity and professionalism at all times.

Corporate Culture

High‑Impact Role: This role offers the chance to directly influence operations and contribute to the overall success of a prominent national retailer.

Career Growth: With a rapidly growing company, this position offers significant potential for career advancement and the opportunity to work alongside a dynamic and experienced leadership team.

Collaborative Environment: Join a forward‑thinking team that values collaboration, innovative problem‑solving, and a strong commitment to operational excellence.

If you are an experienced and highly organized Executive Assistant who thrives in a fast‑paced environment and is ready to take on a diverse set of responsibilities, this is the role for you. You’ll have the opportunity to make a direct impact on the success of a leading retail organization and work closely with senior leadership in a growing and evolving business.

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