Executive Assistant

JOB TITLE- Executive Assistant Job Type: Contract Contract Duration: 3 Months, potential for perm Pay Rate/Salary: $40-$45/hr Location: Hybrid- Monday, Wednesday Thursday Your New Role As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff. Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity. What You Need to Do Executive Assistant • Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships • Track all critical dates for business and personal events • File management and organization in Teams, SharePoint, and Outlook • Plan and manage weekly team meetings including advance preparation of agendas • Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings • Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission • Facilitate ad-hoc projects as needed Office Administration • Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible) • Coordinate incoming and outgoing parcel deliveries • Coordinate office activities and events • Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives • Provide front desk coverage • Inventory management and assist with ordering of office supplies and kitchen needs • Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed • Management of employee parking program • Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities • Set up or clean-up of workstations/offices for new or departing employees • Provide office tours to new hires Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc. • Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture • Support with coordinating employee training and development initiatives • Errands as required • Facilitate ad-hoc projects as assigned Travel Administration • Assist with tracking of travel bookings for Toronto team members • Track and update travel logistics as needed on Outlook What You'll Need to Succeed: 5+ years’ experience in an office management or administrative role • Strong interpersonal skills and the ability to contribute effectively within a team environment • Ability to work efficiently and without constant supervision • Ability to multi-task and meet multiple objectives in short time periods • Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint. • Exceptional time management and organizational skills • Attention to detail • Excellent communication skills (oral and written) • Ability to identify, assess and solve problems/issues independently and proactively • Strong sense of integrity, professionalism and loyalty • Sense of humor • Proactive, positive, and outgoing • Flexible and comfortable with ambiguity • Confidentiality and discretion on sensitive information • Experience working in a very fast-paced environment What You'll Get in Return: You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success. What You Need to Do Now: If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career. This posting is for an existing vacancy with the organization. AI may be used to screen, assess or select applicants for the position.