Executive Assistant

About the Role

Our group of companies leads in the utility and infrastructure sectors across Ontario with locations in Downtown Toronto, Markham, Barrie, and other areas. We are currently searching for a highly organized, proactive Executive Assistant to provide dedicated support to one of our senior executives. This role is critical in enhancing the executive's productivity by managing information and serving as their representative while maintaining the highest levels of professionalism and confidentiality.

Key Responsibilities

• Manage all facets of the executive's calendar, including scheduling meetings, appointments, and arranging travel, supporting both professional and personal engagements.
• Oversee the executive's email inboxes to monitor and prioritize urgent communications effectively.
• Coordinate both national and international travel plans and assist with personal errands such as family appointments, shopping, and other personal tasks.
• Track and follow through on action items and deadlines, employing strong project management skills.
• Handle communication as a primary contact for internal and external stakeholders by prioritizing emails and calls to ensure smooth information flow.
• Prepare detailed agendas, reports, presentations, meeting minutes, and other related documents with focus and accuracy.
• Manage expense reports, office supply inventory, vendor contracts, and ensure facilities maintenance to maintain operational efficiency.
• Maintain strict confidentiality and discretion when handling sensitive business and personal information.

Qualifications and Requirements

• Prior experience as an Executive Assistant supporting senior executives is preferred, though eagerness to learn is highly valued.
• Proficient in Microsoft Office Suite, Gmail, Canva, and calendar management tools.
• Excellent organizational and time management capabilities, with a knack for effective prioritization.
• Strong communication skills, comfortable liaising with various stakeholders like staff, board members, clients, and partners.
• Proven ability to manage complex calendars and travel logistics.
• Adaptable to shifting priorities and open to new challenges.
• Post-secondary education in a relevant field is favorable but not mandatory.
• Valid driver’s license with willingness to travel throughout Toronto, the GTA, and Barrie; a company vehicle and gas card or vehicle allowance will be provided.
• Eligibility to travel and capacity to pass a thorough background check.

Benefits and Opportunities

• Engagement in a challenging and rewarding position within a dynamic and expanding organization.
• Competitive compensation coupled with benefits.
• Opportunity to significantly influence a fast-paced business environment.

Additional Information

This is an onsite, full-time position based in Toronto, Ontario, Canada. The role demands strong discretion due to the confidential nature of the work. Applicants must be prepared for driving responsibilities across multiple locations and a comprehensive background screening process.