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Executive AssistantAllshores • North York, ON, Canada
Executive Assistant

Executive Assistant

Allshores • North York, ON, Canada
6 days ago
Job type
  • Full-time
Job description

We are searching for an Executive Assistant to step into a dynamic role that blends hands-on executive support with daily office operations. In this trusted position, you’ll be the go-to partner for leadership—keeping schedules on track, priorities aligned, and communications flowing. If you take pride in bringing order to complexity, this is your opportunity to make a meaningful impact every day.


This role will be an extension of the executive, anticipating needs, managing competing priorities, facilitating communication, and ensuring seamless coordination of key business activities.


Key Responsibilities:


Executive Support:


  • Provide comprehensive administrative support to the EVP, Group Head of Benefits and designated leaders, acting as a trusted partner in managing priorities and day-to-day operations.
  • Manage complex and frequently changing calendars, ensuring effective prioritization of meetings, business commitments, and strategic initiatives.
  • Coordinate leadership meetings, management meetings, client meetings, and off-site sessions, including preparation of agendas, materials, presentations, and follow-up actions.
  • Prepare and review correspondence, presentations, reports, and other business documents on behalf of leadership.
  • Manage travel arrangements, itineraries, accommodations, and expense reporting.
  • Track deliverables, action items, and deadlines, ensuring timely follow-up and completion.
  • Serve as a liaison between executives and internal and external stakeholders, maintaining professionalism, discretion, and strong relationship management.
  • Support special projects, business initiatives, and operational priorities as assigned.
  • Handle sensitive and confidential information with a high degree of discretion and judgment.
  • Anticipate executive needs and proactively identify opportunities to improve efficiency, organization, and administrative processes.


Office Culture and Events

  • Partner with Human Resources and Social Committee members to develop and execute an annual calendar of social events, celebrations, recognition activities, charitable initiatives, and team-building opportunities.
  • Serve as the primary coordinator for workplace culture initiatives, employee events and office activities.


Skills, Experience & Attributes:

  • 8+ years of experience as an Executive Assistant supporting senior leaders or executives in a professional corporate environment.
  • Demonstrated experience managing complex schedules, executive priorities, and confidential information.
  • Experience leading corporate events or workplace programs is preferred
  • Proven ability to operate independently and effectively in a fast-paced, evolving environment.
  • Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint) and basic A/V and conference room setups
  • Exceptional organization and project management skills with strong attention to detail.
  • Outstanding verbal and written communication skills
  • Strong business judgement, professionalism and discretion
  • Ability to anticipate needs, solve problems proactively and manage multiple competing priories
  • Ability to build relationships and influence stakeholders at all levels of the organization
  • Strong event planning, budget coordination and vendor management capabilities
  • Highly resourceful, adaptable and committed to delivering exceptional service
  • Ability to lift/move up to 25 lbs periodically (supplies, marketing materials), comfortable with mail runs, room setups and restocking.
  • A hands-on attitude and willingness to work with minimal administrative support in a fast growth company


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Executive Assistant • North York, ON, Canada

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