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Office Administrator/ Coordinator Administrative Management

Executive Assistant to CEO and COO

Remote / Online - Candidates ideally in
Toronto, Ontario, M5A, Canada
Listing for: Tarion
Full Time, Contract, Remote/Work from Home position
Listed on 2026-03-07
Job specializations:
  • Administrative/Clerical
    Office Administrator/ Coordinator, Administrative Management
  • Business
    Office Administrator/ Coordinator, Administrative Management
Job Description & How to Apply Below

Description

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Tarion is hiring a 12-month contract for an Executive Assistant to CEO & COO in the Greater Toronto Area to join our Corporate Office department.

Join our award-winning team where innovation and service-orientation meet consumer protection. We're looking for passionate individuals ready to make a difference and advance their careers.

Looking for a great place to work?
Join our team by applying here.

Department : Corporate Office

Type of Position: Full-time,12-Month Contract

Location: 7th Floor, Yonge Street, Toronto, ON

Reporting to
:
Chief Operating Officer

Hours of Work: Monday to Friday - 37.5 hours per week

Work Model: Hybrid - flexible work schedule (All remote work must be completed from your home office within the province of Ontario.)

Grade: L

Posting Status: Open

Salary Range: The salary range for this position is $75, - $, per year

Application Submissions & Deadline:

Please submit a covering letter and resume with vacancy code EA by no later than February 27, .

About the Role

The Executive Assistant is responsible to support the CEO and COO at Tarion in order to make their roles more effective, efficient, and successful. This role has an important responsibility to manage the CEO and COO's schedules, prioritize their time, coordinate correspondence, prepare materials, anticipate potential conflicts and prioritize tasks based on urgency and importance while considering the overall objectives of the organization.

The Executive Assistant will also assist with event coordination, executive team preparation, and provide support to the Board of Directors for the purpose of scheduling meetings, and recording meeting minutes and action items.

This position follows a hybrid working policy, requiring two days per week in our office and three days working remotely. In office schedules may vary depending on the needs of the CEO and COO, and all remote work must be completed from your home office within the province of Ontario.

In order to assist with onboarding and workplace introductions, new hires will be required to work four days in office per week during their first three months of service.

Responsibilities include:

  • Calendar Management: Provide sophisticated calendar management for the CEO and COO, prioritizing inquiries and requests, troubleshooting conflicts, and making judgments and recommendations to ensure smooth day-to-day engagements.
  • Administrative Tasks: Complete a broad variety of administrative tasks to facilitate the CEO and COO's ability to effectively lead the organization. This includes assisting with special projects, designing and producing complex documents, reports, and presentations, collecting and preparing information for meetings, composing and preparing correspondence, maintaining contact lists, making travel arrangements, and completing expense and mileage reports.
  • Meeting Preparation: Anticipate the needs of the CEO and COO to efficiently maximize their time by managing workload and priority list. Ensure information is adequately prepared for meetings, including briefing on daily/weekly schedules and creating, managing, and coordinating the receipt of required documentation and materials in advance of meetings.
  • Information Management: Work closely with the CEO and COO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO/COO updated. Interface with appropriate parties to ensure the CEO and COO are well-prepared and informed for all engagements.
  • Event Coordination: Plan and coordinate all Executive Team meetings, retreats, and events. Take meeting minutes, distribute minutes, and coordinate follow-up.
  • General Management: Effectively manage expenses, calendar & travel management, correspondence, IT concerns, teleconference setup, appointment booking, translation ad hoc requests, onboarding new direct reports, etc., on a timely basis.
  • Team Preparation: Ensure team members are prepared for all meetings and carry forward action items.
  • Communication Management: Manage communications and correspondence (phone, voicemail,…
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