Executive Assistant

Our client located in Woodbridge requires an Executive Assistant to join their team. As the right hand to the CEO, you will play a pivotal role in ensuring the executive office operates efficiently while providing proactive, high-level administrative and operational support. This position requires a strategic thinker with exceptional organizational skills, sound judgment, and the ability to anticipate needs in a fast-paced environment. The ideal candidate is highly adaptable, communicates with professionalism and discretion, and excels at managing competing priorities while maintaining absolute confidentiality. Key Responsibilities Executive Support & Office Management - Strategically manage the CEO's complex calendar, prioritizing meetings, travel, and strategic initiatives in alignment with business objectives. - Screen and manage the CEO's inbox, prioritize correspondence, and draft responses on the CEO's behalf for review. - Coordinate domestic and international travel, including flights, accommodations, detailed itineraries, ground transportation, and logistics for meetings. - Prepare meeting agendas, briefing packages, executive summaries, presentations, and supporting materials for internal and external meetings. - Coordinate meeting logistics, including scheduling, virtual meetings, catering, and attendee communications. - Process executive expense reports and maintain accurate records. - Maintain organized electronic and physical filing systems for confidential correspondence and executive documents. - Anticipate the CEO's needs by proactively managing priorities, resolving scheduling conflicts, and addressing issues before they arise. Stakeholder Management & Executive Communications - Serve as the primary point of contact between the CEO and internal and external stakeholders, exercising professionalism, diplomacy, and discretion. - Prepare reports, executive summaries, briefing materials, and correspondence to ensure the CEO and stakeholders are well prepared for meetings and key initiatives. - Build strong working relationships across all levels of the organization, as well as with clients, partners, and external stakeholders. - Manage confidential communications and sensitive information with the highest level of integrity. Project Coordination & Operational Support - Support the planning and execution of strategic initiatives, operational priorities, and special projects on behalf of the CEO. - Track cross-functional initiatives, monitor project milestones, manage deadlines, and proactively identify potential risks or roadblocks. - Coordinate cross-functional meetings and facilitate communication between departments to ensure alignment on key business objectives. - Gather and analyze information, conduct research, and prepare reports, presentations, and internal communications to support executive decision-making. - Assist with quarterly all-staff meetings, operational reviews, and other executive presentations. Qualifications & Skills - 3–5 years of experience supporting senior executives. - Exceptional verbal and written communication skills with the ability to professionally represent the CEO. - Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and modern collaboration tools – will be working on a MAC. - Outstanding organizational, time management, and multitasking skills with exceptional attention to detail. - Highly proactive, resourceful, and able to anticipate needs while working independently with minimal direction. - Strong problem-solving skills with the ability to exercise sound judgment and manage competing priorities in a fast-paced environment. - Demonstrated ability to build trusted relationships across all levels of an organization. - Proven ability to handle highly confidential and sensitive information with discretion and integrity. TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.