Job Title

Executive Assistant 12 Month Contract Toronto- Hybrid 40-45 hourly Key Responsibilities Calendar & Priority Management Provide sophisticated calendar management for the CEO and COO. Prioritize incoming inquiries, troubleshoot scheduling conflicts, and make proactive recommendations to ensure efficient daytoday operations. Maintain a forwardlooking view of priorities, deliverables, and upcoming commitments. Administrative Support Complete a wide range of administrative tasks to support executive leadership. Assist with special projects as assigned. Prepare, design, and format complex documents, reports, and presentations. Collect and prepare materials for meetings and strategic discussions. Draft, proofread, and prepare correspondence. Maintain contact lists and organizational files. Manage travel arrangements and complete expense and mileage reporting accurately and on time. Meeting Support & Preparation Anticipate the needs of the CEO and COO in advance of meetings and engagements. Prepare briefing materials, review upcoming agendas, and ensure required documentation is gathered ahead of deadlines. Create and maintain systems to track required materials and follow-up actions. Ensure executives are fully informed and prepared for all scheduled discussions and commitments. Information Management & Executive Coordination Keep the CEO and COO informed of upcoming responsibilities, risks, deadlines, and priorities. Act as a barometer, identifying issues, trends, and opportunities affecting the Executive Office. Liaise with internal partners to ensure timely communication, information flow, and alignment. Event & Meeting Coordination Plan and coordinate Executive Team meetings, strategic retreats, and internal events. Take, prepare, and distribute meeting minutes; ensure follow-up actions are tracked and completed. General Office & Operational Management Manage executive expenses, correspondence, teleconference/virtual setups, IT inquiries, and appointment bookings. Support onboarding of new direct reports to the Executive Office. Respond to ad hoc requests such as scheduling, document translation, or process updates. Team Support & Readiness Ensure team members are prepared for upcoming meetings. Track action items and ensure timely completion across the leadership team. Communication Management Manage executive communications including calls, voicemail, email, and mail. Identify items requiring action or escalation and direct them appropriately. Ensure all communications are handled professionally, confidentially, and in alignment with organizational standards. Document & Presentation Preparation Prepare or refine background documents, briefing materials, and PowerPoint presentations with minimal direction. Ensure accuracy, quality, and professionalism in all materials produced on behalf of the CEO and COO. Board Support (Backup Function) Support Board of Directors logistics when required (e.g., scheduling, taking minutes, tracking action items), acting as backup to the Corporate Secretary. Stakeholder & Relationship Management Serve as a key point of contact for internal and external stakeholders on matters related to the CEO. Handle inquiries, requests, and sensitive issues with discretion, judgment, and professionalism. Coordinate stakeholder outreach and relationshipbuilding activities on behalf of the CEO. Qualifications Bachelors degree in Business Administration or related field. Minimum 5 years experience supporting senior leadership. Proven experience managing multiple priorities and supporting more than one executive. Strong background in complex calendar management , travel coordination, meeting planning, and expense reporting. Experience with project management and/or corporate governance is an asset. Skills for Success Core Competencies Proactivity: Anticipates needs, identifies risks, and takes initiative to prevent issues before they arise. Interpersonal Skills: Builds strong relationships at all levels; navigates complex environments with professionalism. Technical Skills: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related administrative tools. Attention to Detail: Excellent organizational skills; strong proofreading and document accuracy. Independence & Discretion: Able to work independently, handle sensitive information, and maintain confidentiality. Judgment & Resilience: Exercises sound judgment under pressure; adapts to shifting priorities with composure. AI may be used to screen, assess or select applicants for this position.