Executive assistant Jobs in Whitby, ON

About the Opportunity

• Manage calendar and schedule / reschedule all meetings including Team’s, Webex and appointments as required

Develop and maintain a well-organized e-filing system that permits ease of reference and rapid retrieval of information and documents

Manage day-to-day routine, including expanding and updating professional knowledge, computer skills in order to enhance individual and team productivity while adjusting to changing environments and new technologies.

Proactively assess team and project needs, identifying potential obstacles and developing strategic, forward-thinking solutions to address them.

Coordinate execution of various documents, including memoranda, Construction documents etc.

Coordinate and facilitate Leadership Team meetings by booking boardrooms, managing agendas, accurately recording detailed meeting minutes, and tracking and prioritizing follow-up actions to ensure accountability and progress.

Prepare reports and correspondence

Respond to / screen telephone calls

Coordinate and assist with scheduling and booking travel

Handle all incoming / outgoing mail as well as mail to be sent out by courier

Coordinate, support and assist with internal and external partner inquiries

Provide support for Engineering and Project Management, Ancillary, Technical Services and Sustainability and Conservation team leads as required

Assist with reviewing and revising documents

Prepare expense reports

Coordinate various department needs of the Operations Services department

Prepare reports and memos to disseminate to internal and external partners

Monitoring, reviewing and enhancing the online corporate portal, ensuring Operations Services details are current

As and when required, performing EA duties for the Sr. Director’s and other senior members of the Operations Services team

About You

5-10 years providing senior-level executive support

Excellent verbal and written communication skills

Have working knowledge of Microsoft Word, Excel, PowerPoint and Outlook including SharePoint

Ability to multi-task and meet tight deadlines

Excellent organizational and scheduling skills

Strong analytical, critical thinking and creative thinking skills

Client-service oriented, including strong interpersonal and relationship building skills

Proven ability to multi-task, work well under pressure and adjust to changing needs of the department

Attention to detail

Ability to work in a team

Pay Range

40 - $43 / hour

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #435778.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact [email protected] .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.