Executive Assistant

QY Search & AdvisoryToronto, Ontario, Canada

30+ days ago

Salary

CA$90,000.00–CA$100,000.00 yearly

Job description

Salary : $90,000 - $100,000

Location : Downtown Toronto, ON ( Hybrid : 2 days in office, 3 days remote)

Are you an experienced Executive Assistant with a keen eye for detail and a self-driven approach to your work? We are seeking a highly organized, proactive professional to support the Vice President of a critical department in a fast-paced, dynamic environment.

About the Company :

Our client is a well-established public-sector organization with over 20 years of operation in the Toronto region. Recognized as one of Greater Toronto's Top Employers for 2024, they are a leader in their field, dedicated to driving innovation and sustainability.

About the Role :

As an Executive Assistant, you will play a critical role in supporting the Vice President and the broader Business Unit. You will manage a variety of high-level administrative tasks, from scheduling and correspondence to financial oversight and office coordination. This is a role for someone who thrives in a dynamic setting, able to anticipate needs and act without constant direction.

Compensation & Benefits :

90,000 - $100,000 annual salary.
Strong pension plan with the ability for immediate contribution.
Comprehensive medical benefits, including dental.
Hybrid work model : 2 days in the office and 3 days working remotely.
Part of a company recognized as one of Greater Toronto's Top Employers in 2024
Excellent location in downtown, Toronto, walking distance from Union Station, connected to the PATH and accessible via Subway and Go-Train.

Key Responsibilities :

Prepare and manage confidential documents, including high-level reports, legal memos, and executive correspondence. Ensure all materials adhere to corporate standards and follow the proper approval process.

Oversee the Vice President’s calendar, schedule appointments, and coordinate travel arrangements. Organize high-level meetings, ensuring agendas are prepared and minutes are taken when required.

Track ongoing projects to ensure deadlines are met. Maintain effective communication with internal and external stakeholders, providing the Vice President with timely updates.

Coordinate the administration of the business unit’s budget, verify invoices, and manage monthly credit card reconciliations for both the Vice President and direct reports. Ensure financial records are accurate and comply with corporate policies.

Manage office space requirements for the business unit, participating in meetings related to space planning and office services.

Recommend and implement new administrative procedures to improve efficiency.

Liaise with internal departments, external stakeholders, and senior leadership to ensure smooth communication and coordination of tasks.

What You’ll Need to Succeed :

7+ years of executive assistant experience, preferably supporting a single senior leader.

Experience in the energy, public or similar sectors is a requirement .

Strong financial acumen , including experience with budget coordination, invoice processing, and reconciliation.

Ability to manage multiple priorities, work independently, and proactively resolve issues without constant supervision.

Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Exceptional organizational skills while maintaining confidentiality.

If you are an experienced Executive Assistant who thrives in dynamic, fast-paced environments, and you’re looking for a new challenge, we’d love to hear from you. Apply today for a chance to be part of a great organization!

If you'd like to set yourself apart, feel free to also send your resume, along with a short synopsis of why you feel this would be the right fit for you, to [email protected].