Executive Assistant

Job description:We are seeking an Executive Assistant to join our team, based in Etobicoke. Reporting to the CEO. The EA will play a key role in supporting the day-to-day operations and facilitating smooth communication across teams. The Executive Assistant will also support senior management by organizing resources and streamlining workflows for various operating companies The Executive Assistant will play a critical role in supporting the CEO, Vice President of People and Culture, and the Vice President of Finance and Administration. This individual will be responsible for ensuring the smooth and efficient operation of the executive office, managing schedules, coordinating meetings, handling confidential correspondence, and providing high-level administrative support. The ideal candidate will possess exceptional organizational skills, discretion, and the ability to handle competing priorities with ease. Key Responsibilities:Proactively manage and maintain the Executive team’s schedules/calendars, including travel arrangements and reservations.Coordinate all meetings, ensuring preparation of materials, presentations, and catering when required.Prepare agendas, record minutes, and follow up on action items from meetings.Prepare detailed travel schedules and itineraries, book travel arrangements, and make necessary reservations for senior management and executive staff.Assist in the development, updating, and maintenance of company policies and procedure documentation.Support account and user maintenance for bank accounts and software platforms.Anticipate needs and evaluate competing priorities, including meetings, business requirements, and client engagements.Re-prioritize and manage shifting schedules and activities in response to dynamic and unpredictable situations.Prepare emails, correspondence, expenses, and confidential documents on behalf of executives.Draft presentations and reports as needed.Organize and facilitate company events, meetings, and office activities.Board of Directors management support.Coordinate logistical arrangements for internal and external engagements.Provide personal assistant duties to the executive team as required.Execute miscellaneous administrative tasks and support special projects as assigned by the executives. Qualifications:Proven experience as an Executive Assistant or in a similar role supporting senior-level executives.Excellent organizational and multitasking skills, with the ability to manage competing priorities effectively.Strong written and verbal communication skills.High level of discretion and confidentiality in handling sensitive information.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.Ability to work independently and proactively anticipate needs.Strong problem-solving skills and adaptability in a fast-paced environment. Work Environment: This is an in-office position based in a professional office setting. While there may be occasional requirements for remote work or on-site event coordination, the primary expectation is regular, on-site presence. Flexibility in working hours may be required to accommodate executive schedules and travel arrangements.