Executive Assistant

About the Role

This Executive Assistant and Office Administrator position is a vital support role reporting to the Executive Vice President, Eastern Canada, while simultaneously overseeing the smooth functioning of the Ontario office. The role demands an organized, detail-focused, and proactive professional skilled at juggling multiple priorities in a fast-moving environment. Exceptional communication, prioritization, and anticipation of needs are key to succeeding in this position.

Key Responsibilities

• Manage the Executive Vice President's daily calendar and provide comprehensive support in relationship management.
• Keep track of important business and personal dates relevant to the executive.
• Organize and maintain files across Teams, SharePoint, and Outlook platforms.
• Plan and coordinate weekly team meetings including preparing agendas.
• Prepare the executive for various meetings, events, and engagements.
• Process and review executive expense reports ensuring compliance and accuracy.
• Undertake ad-hoc projects as assigned.
• Collaborate with headquarters to optimize office operations and standardize protocols where possible.
• Coordinate parcel deliveries and office activities/events.
• Research and maintain vendor relationships to improve office efficiency.
• Provide front desk coverage and manage office inventory and supply orders.
• Manage office equipment servicing by liaising with vendors.
• Administer the employee parking program and oversee office maintenance including layout and housekeeping.
• Assist with workstation setup and clean-up for new or departing personnel.
• Conduct office tours for new employees.
• Manage vendor relationships including property management, cleaning, plant maintenance, and other contractors.
• Evaluate and implement office services that promote convenience, wellness, and culture alignment.
• Support coordination of employee training and development initiatives.
• Handle errands as necessary.
• Track travel arrangements for Toronto team members and update travel logistics in Outlook.

Required Qualifications

• At least five years of office management or administrative experience.
• Strong interpersonal abilities for effective teamwork.
• Capacity to work independently and efficiently.
• Excellent multitasking and ability to meet tight deadlines.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
• Outstanding organizational and time management skills.
• High attention to detail and accuracy.
• Excellent verbal and written communication.
• Ability to independently assess and resolve issues.
• Demonstrated integrity, professionalism, and loyalty.
• A sense of humor and a positive, proactive attitude.
• Comfortable adapting to ambiguity and changing priorities.
• Maintains confidentiality and discretion with sensitive information.
• Prior experience in a fast-paced workplace is essential.

Additional Information

The contract duration is three months with potential for extension to a permanent role. Work location is hybrid with onsite presence required on Monday, Wednesday, and Thursday in Etobicoke, Ontario. Compensation ranges from $40 to $45 per hour. The client offers competitive pay and opportunities for professional growth within a dynamic and supportive team environment.