Executive Personal Assistant

Telescope Recruitment; Vaughan; On-site; CAD 65,000 - 80,000; Full time

Job summary

Telescope Recruitment in Vaughan (in-person, daily) seeks an Executive Personal Assistant/Administrator to support the CEO and the Logistics & Container Services department. The role is full-time, 40 hours per week, Monday to Friday, 9 am to 5 pm, with occasional driving in the Toronto/Vaughan area.

Salary range 65-80k CAD; reports to the CEO and involves calendar management, travel arrangements, document preparation, and financial tasks. On-site work expected.

Responsibilities

• Calendar management and meeting coordination.
• Handle all forms of communication including phone, email, and correspondence management.
• Provide personal assistance including travel, errands, reservations, and confidential matters.
• Prepare and edit documents, reports, and presentations.
• Analyze operational, sales, and financial data to identify trends and opportunities.
• Assist with recruitment activities, interview coordination, onboarding, and employee documentation.
• Coordinate company events, meetings, and special projects from planning through execution.
• Maintain confidentiality and manage sensitive information.
• After-hours availability occasionally.
• Oversee personal and professional financial transactions, invoices, bills, and banking; assist budgeting and payroll administration.

Job description

Position: Executive Personal Assistant/Administrator

Department: Logistics & Container Services

Location: Vaughan (in-person, daily)

Job Type: Full-Time (40 hours per week)

Working Days/Hours: Monday to Friday, 9 am - 5 pm

Reports To: CEO

Travel: occasional driving is required in the Toronto and Vaughan area

Salary Range: 65-80k CAD

Key Responsibilities:

Administrative Support:

• Calendar management and meeting coordination - Manage and organize daily schedules, appointments, and meetings.
• Handle all forms of communication including answering phone calls, responding to emails, and managing correspondence.
• Provide personal assistance, including managing personal appointments, errands, travel arrangements and reservations, including flights, car rentals, and hotel bookings, and other confidential personal matters as required
• Prepare and edit documents, reports, and presentations.
• Analyze operational, sales, and financial data to identify trends, discrepancies, and opportunities for improvement.
• Assist with recruitment activities, interview coordination, onboarding, and employee documentation.
• Coordinate company events, meetings, and special projects from planning through execution.
• Manage confidential information and sensitive business matters with discretion.
• Maintain accurate records and manage files.
• After-hours availability - occasionally.

Accounting and Financial Management:

• Oversee personal and professional financial transactions.
• Manage invoices, bills, and banking activities.
• Assist with budgeting and financial planning.
• Assist with payroll administration and financial reporting.

Logistics and Errands:

• Occasionally drive to various locations in the Toronto and Vaughan area for business and personal errands.