Junior Executive Assistant

Recruiting In Motion - Eastern Ontario; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario is seeking a capable Executive Assistant to provide high-level administrative support to senior leaders. The role manages complex schedules, travel, and confidential communications, ensuring efficient leadership operations in a fast-paced corporate setting.

The ideal candidate has 5+ years of progressive experience, superb organization, and strong Microsoft Office proficiency.

Qualifications

• Post-secondary education in Business Administration, Office Administration, or related field, or equivalent experience.
• 5+ years of progressive administrative support to senior leaders or executives.
• Experience in fast-paced corporate environments.
• Ability to handle confidential information with professionalism.
• Excellent written and verbal communication skills.
• Strong interpersonal and organizational abilities.
• Attention to detail and problem-solving skills.

Responsibilities

• Coordinate meetings: scheduling, room bookings, invitations, materials, catering, and department communication.
• Maintain executive calendars and scheduling requirements.
• Plan and coordinate travel arrangements and expense reporting.
• Review and prioritize incoming correspondence and requests with discretion.
• Ensure documents requiring signatures are accurate with supporting materials.
• Prepare and format agendas, presentations, reports, and correspondence.
• Collaborate with internal teams to coordinate projects and administrative needs.
• Maintain filing systems and manage document storage.
• Track expenses and assist with budget-related administration.
• Support planning and execution of corporate events and leadership meetings.
• Handle confidential information with professionalism and sound judgment.
• Anticipate needs and proactively follow up on outstanding items.

Skills

Executive support

Communication

Organization

Multitasking

Discretion

Interpersonal skills

Bilingual (French/English)

Education

Post-secondary in Business Administration or Office Admin

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Executive Assistant will provide high-level administrative and coordination support to senior leaders within a corporate environment. This role will assist with the day-to-day management of executive schedules, meetings, travel arrangements, and departmental activities while maintaining a high level of professionalism, confidentiality, and attention to detail. The successful candidate will serve as a key administrative resource, helping facilitate effective communication between internal and external stakeholders and supporting the efficient operation of the leadership team. They will be highly organized, proactive, adaptable, and comfortable managing multiple priorities in a fast-paced environment. This role is 100% onsite based out of their downtown Toronto office.

Key Responsibilities

• Coordinate meetings, including scheduling, room bookings, invitations, meeting materials, catering, and communication with relevant departments.
• Maintain executive calendars and coordinate scheduling requirements as needed.
• Plan and coordinate business travel arrangements, including flights, accommodations, itineraries, and expense reporting.
• Review and appropriately prioritize incoming correspondence and requests, using discretion when handling sensitive matters.
• Ensure documents requiring signatures are accurate and accompanied by the appropriate supporting materials.
• Prepare, proofread, and format a variety of business documents, including agendas, presentations, reports, and correspondence.
• Collaborate with internal teams to coordinate projects, information, and administrative requirements.
• Maintain organized electronic and physical filing systems and ensure documents are stored appropriately.
• Track and review expenses and assist with budget-related administration.
• Support the planning and execution of corporate events, leadership meetings, and special projects.
• Handle confidential information with professionalism, discretion, and sound judgment.
• Anticipate administrative needs, identify next steps, and proactively follow up on outstanding items.
• Perform additional administrative and coordination responsibilities as required.

Qualifications & Experience

• Post-secondary education in Business Administration, Office Administration, or a related field, or equivalent professional experience.
• 5+ years of progressive experience providing administrative support to senior leaders or executives.
• Experience working in a fast-paced professional or corporate environment.
• Demonstrated ability to handle confidential information and interact professionally with senior-level stakeholders.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively with individuals at all levels of an organization.
• Excellent organizational, time-management, and multitasking abilities.
• Strong attention to detail, analytical thinking, and problem-solving skills.
• Proactive, dependable, and service-oriented approach with the ability to anticipate needs and plan ahead.
• Strong proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to work effectively both independently and as part of a team.
• Bilingual in French and English is an asset.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.