Junior Executive Assistant – 3 days/week in Office

Jobtailor; Toronto; On-site; CAD 42,000 - 54,000; Full time

Job summary

Jobtailor in Toronto is seeking an organized Executive Assistant to support four Partners with calendar and travel management, meeting coordination, and document preparation.

The role emphasizes confidentiality, strong communication, and proficiency with Microsoft 365 tools, offering exposure to client-facing meetings and internal events.

Qualifications

• 1–3 years of administrative experience (internship, co-op, or entry-level welcome).
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and shifting priorities.
• Proficiency in Microsoft 365 (Outlook, PowerPoint, Word, Excel, Teams).

Responsibilities

• Assist with managing calendars for four Partners, including scheduling meetings and resolving basic conflicts.
• Coordinate internal and external meetings across time zones.
• Prepare meeting materials, agendas, and briefing documents.
• Track action items and support timely follow-up.
• Coordinate domestic and international travel arrangements, including flights, hotels, and transportation.
• Prepare detailed travel itineraries.
• Monitor travel plans and assist with adjustments when needed.
• Serve as a professional point of contact for clients and external stakeholders.
• Support coordination of client meetings, workshops, and internal events.
• Assist with preparing client-facing presentations and materials.
• Maintain confidentiality of client and firm information.
• Process expenses and invoices accurately and in a timely manner.
• Format, edit, and proofread documents and presentations.
• Maintain organized digital filing systems and shared drives.
• Provide support and backup coverage for Executive Assistants as needed.
• Provide full reception and facilities coverage when the Reception/Facilities coordinator is out of office or on PTO.
• Greet visitors, manage incoming calls, oversee meeting room readiness, and coordinate office needs during coverage periods.
• Help ensure smooth daily office operations and continuity of service.
• Support planning and coordination of Partner-led initiatives and internal meetings.
• Assist with leadership meetings, team sessions, and firm events.
• Collaborate with Operations, HR, IT, and Finance on administrative requests.
• Contribute ideas to improve administrative processes and workflows.

Skills

Organizational skills

Attention to detail

Multitasking

Communication skills

Customer-service mindset

Discretion

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

• Assist with managing calendars for four Partners, including scheduling meetings and resolving basic conflicts


• Coordinate internal and external meetings across time zones


• Prepare meeting materials, agendas, and briefing documents


• Track action items and support timely follow-up


• Coordinate domestic and international travel arrangements, including flights, hotels, and transportation


• Prepare detailed travel itineraries


• Monitor travel plans and assist with adjustments when needed


• Serve as a professional point of contact for clients and external stakeholders


• Support coordination of client meetings, workshops, and internal events


• Assist with preparing client-facing presentations and materials


• Maintain confidentiality of client and firm information


• Process expenses and invoices accurately and in a timely manner


• Format, edit, and proofread documents and presentations


• Maintain organized digital filing systems and shared drives


• Provide support and backup coverage for Executive Assistants as needed


• Provide full reception and facilities coverage when the Reception/Facilities coordinator is out of office or on PTO


• Greet visitors, manage incoming calls, oversee meeting room readiness, and coordinate office needs during coverage periods


• Help ensure smooth daily office operations and continuity of service


• Support planning and coordination of Partner-led initiatives and internal meetings


• Assist with leadership meetings, team sessions, and firm events


• Collaborate with Operations, HR, IT, and Finance on administrative requests


• Contribute ideas to improve administrative processes and workflows

Requirements

• 1–3 years of administrative experience (internship, co-op, or entry-level experience welcome)


• Strong organizational skills and attention to detail


• Ability to manage multiple tasks and shifting priorities


• Proficiency in Microsoft 365 (Outlook, PowerPoint, Word, Excel, Teams)


• Strong written and verbal communication skills


• Professional demeanor and strong customer-service mindset


• High level of discretion and reliability


• Flexibility to adapt to front-of-house and facilities responsibilities when required


• Eagerness to learn and grow within an executive support role

Core Competencies

Demonstrates strong organizational skills and attention to detail while managing multiple tasks and shifting priorities. Proficient in Microsoft 365 tools and capable of supporting executive functions, client interactions, and administrative processes.

Highest-signal resume keywords

• Microsoft 365 Proficiency


• Organizational Skills


• Client-Facing Communication


• Travel Coordination


• Document Formatting and Proofreading

ATS Optimization Keywords

Hard Skills

• Calendar Management


• Travel Arrangement


• Expense Processing


• Document Editing


• Meeting Coordination

Soft Skills

• Attention to Detail


• Customer Service Mindset


• Professional Demeanor


• Flexibility


• Eagerness to Learn

Industry Keywords

• Administrative Experience


• Client Meetings


• Internal Events


• Confidentiality


• Office Operations

Tools & Technologies

• Microsoft Outlook


• Microsoft PowerPoint


• Microsoft Word


• Microsoft Excel


• Microsoft Teams