Work Location: Hybrid (3 days in office), Full Time
Position Type: Ongoing Contract
Location: Downtown Toronto, Ontario
Compensation Range: $37-$40/Hour
We are seeking a dedicated and professional Executive Assistant to provide comprehensive administrative support for two Executives in the downtown Toronto area!
Key Responsibilities
Executive Support:
Manage and maintain the Executive's calendar, scheduling meetings, conferences, and teleconferences, and anticipating necessary arrangements.
Work as a gatekeeper, ensuring effective communication between the Executives, team members, and external contacts, while maintaining professionalism.
Meeting Management:
Organize management meetings.
Prepare materials, presentations and transcribe/distribute meeting minutes.
Ensure follow-up on key actions.
Correspondence Handling:
Handle written communication, including emails.
Screen and route requests, draft correspondence in both official languages, and assist with translations when necessary.
Travel Coordination:
Assist in arranging domestic and international travel.
Budget and Accounting Support:
Prepare and verify expense reports, maintain departmental budget files, and ensure invoices are processed in a timely manner. Assist with creating budget-related documentation.
Qualifications:
* Diploma in Office Administration, Secretarial Studies, or related field.
* 3-5+ years of experience as an Executive or Administrative Assistant.
* Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
* Exceptional organizational and time management skills, with the ability to prioritize effectively.
* Strong interpersonal skills, with an ability to handle sensitive situations with tact and professionalism.
* High level of autonomy, flexibility, and ability to handle high-pressure situations.
* Attention to detail, discretion, and proactive problem-solving abilities.
