Executive & Personal Assistant to the CEO

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

Job summary

A leading engineering firm in Toronto is seeking a highly organized Executive & Personal Assistant to support the regional CEO. This dual-role position involves managing complex calendars, coordinating travel, and handling administrative tasks, while also providing personal assistance. Candidates should have at least 5 years of experience in a similar capacity and strong proficiency in Microsoft Office. The role is competitive with salary and benefits.

Benefits

Competitive salary

Referral bonus

Equal opportunities employer

Qualifications

• Minimum 5 years of experience supporting C-level executives.
• Proven ability to manage complex calendars and international travel logistics.
• French language proficiency is a plus.

Responsibilities

• Manage a complex business calendar and coordinate appointments.
• Coordinate all business travel arrangements for the CEO.
• Prepare and reconcile corporate expense reports.

Skills

Organizational skills

Time-management

Discretion and sound judgment

Written and verbal communication

Microsoft Office Suite proficiency

Adaptability

Tools

Microsoft Office Suite

Modern productivity tools

Job description

Are you ambitious and looking to make the right move in your career? Now is the perfect time to join Egis. Egis is experiencing substantial growth in North America, now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights.

Our values showcase everything we believe in:

• A Responsible Company – We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.
• A People-First Company – This is an environment of mutual respect where every team member matters, no matter who they are.
• A Creative Company – Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.

The more important question you likely have is: Are we the right company for you?

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact. We take great pride in being responsible for our clients, for each other and for our planet and its people. You’ll work and innovate in an environment where high standards and personal consideration go hand-in-hand.

Learn more about the exciting opportunity below where you’ll be part of projects renowned for technical excellence, ambition and sustainability.

About the Role

We are seeking a highly organized, detail-oriented, and proactive 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.
• Manage 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.

What do we need from you

• 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.

What’s in it for you?

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.