Executive & Personal Assistant to the CEO

Egis in Canada; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A growing organization based in downtown Toronto is seeking an experienced Executive & Personal Assistant to support the regional CEO. This dual-role involves managing complex calendars, coordinating business travel, and handling personal affairs. The ideal candidate has at least 5 years of experience supporting C-level executives, exceptional organizational skills, and proficiency in Microsoft Office. Knowledge of French is a plus. This role offers a competitive salary and benefits.

Benefits

Competitive salary

Referral bonus

Benefits for people with disabilities

Qualifications

• Minimum 5 years of experience supporting C-level executives.
• Proven ability to manage complex calendars and international travel logistics.
• Strong written and verbal communication skills.

Responsibilities

• Manage a complex business calendar and travel arrangements.
• Prepare, process, and reconcile corporate expense reports.
• Handle ad hoc personal errands and ensure confidentiality.

Skills

Organizational skills

Time-management skills

Communication skills

Discretion

Microsoft Office Suite proficiency

Multitasking ability

French language proficiency

Job description

Overview

Egis is seeking a highly organized, detail-oriented Executive & Personal Assistant to support the regional CEO of a dynamic and growing organization. This is a dual-role position combining executive-level business support with personal assistance, ensuring the CEO’s professional and personal affairs are managed efficiently and seamlessly. The ideal candidate will have previous experience with obtaining visas for multiple countries, specifically for individuals without a Canada, US or European passport. The position will be based in Egis' downtown Toronto office and may require some travel.

Key Responsibilities

Executive Support:

• Manage a complex business calendar, including scheduling meetings, coordinating appointments, and handling last-minute changes across multiple time zones;
• Coordinate all business travel arrangements (flights, accommodations, ground transportation, visa requirements, itineraries). This may require after hours support for last minute changes to arrangements;
• Prepare, process, and reconcile corporate expense reports in a timely and accurate manner;
• Liaise professionally with internal teams, clients, and stakeholders on behalf of the CEO and working closely with the CEO’s Chief of Staff;
• Managing CEO’s administrative tasks;
• Other duties as may be assigned.

Personal Assistance:

• Track and monitor expiration/renewal dates for personal documentation such as driver’s license, multiple international visas/passports, etc.;
• Handle ad hoc personal errands and special projects as assigned, ensuring confidentiality and discretion at all times.

Qualifications

• Minimum 5 years of experience supporting C-level executives in a combined business and personal assistant capacity;
• Proven ability to manage complex calendars and international travel logistics;
• Excellent organizational and time-management skills with a high attention to detail;
• Discretion and sound judgment in handling confidential and sensitive information;
• Strong written and verbal communication skills with comfort in communicating with an international audience;
• Proficiency in Microsoft Office Suite and familiarity with modern productivity tools;
• Ability to adapt quickly, multitask effectively, and thrive in a fast-paced multicultural environment;
• French language proficiency is considered an asset;
• Must be legally eligible to work in Canada and able to travel occasionally, if required.

Additional Information

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application. At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.