Project Coordinator / Executive Assistant

About the Role

This position offers a total annual compensation package between 100,000 and 110,000 CAD, including full benefits, a pension plan, and four weeks of vacation. Located less than a five-minute walk from Union Station in downtown Toronto, the successful candidate will be required to work onsite at the office three days per week.

The opportunity is with a progressive and innovative consulting firm known for its collaborative culture. The firm is seeking a Project Coordinator / Executive Assistant to support a busy executive, acting as a dependable partner and 'right arm'. The ideal candidate will be detail-oriented, accurate, resourceful, and proactive, with strong administrative and problem-solving abilities, thriving in client-facing roles.

Key Responsibilities

• Efficiently managing multiple busy calendars with advance preparation of all relevant materials and resources.
• Gathering, preparing, and organizing necessary information and materials for meetings and events.
• Overseeing various projects to ensure all deadlines and deliverables are achieved.
• Creating detailed reports and presentations for external stakeholders.
• Planning and coordinating events for external parties.
• Performing research tasks and maintaining accurate, up-to-date information within a CRM system.
• Arranging complex travel plans including flights, accommodations, and ground transportation, making last-minute adjustments as needed, and providing detailed itineraries.
• Managing expense reports promptly and ensuring accurate processing.
• Providing a positive, professional experience for both internal and external stakeholders through effective communication and relationship building.
• Regularly updating executives on shifting priorities and objectives throughout each day.
• Building and nurturing strong relationships across organizational levels and responding promptly and clearly to inquiries.

Required Qualifications

• Previous experience in a consulting firm, executive search, professional services, or a client-facing administrative capacity is highly preferred.
• Strong interpersonal and diplomatic skills with comfort engaging senior executives and diverse organizational levels.
• Demonstrated initiative and flexibility to adapt swiftly to changing needs and priorities.
• Service-oriented with sound judgment, able to assess and act on requests independently on behalf of the executive.
• Discretion and tact in managing sensitive and confidential information.
• Excellent verbal and written communication capacities.
• Strong organizational skills paired with time management and prioritization to meet tight deadlines effectively.
• Post-secondary education, either degree or diploma, is a significant asset.