Executive Assistant

We are looking for a highly organized and resourceful Executive Assistant to support senior leadership in Toronto, Ontario. The ideal candidate will excel at managing complex schedules, coordinating travel, and handling sensitive information with discretion. This role requires a proactive individual who thrives in a fast-paced environment and demonstrates exceptional communication and problem-solving skills.

Responsibilities:

• Manage and optimize complex calendars, prioritizing meetings, resolving scheduling conflicts, and anticipating needs for senior executives and stakeholders.

• Coordinate detailed domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa requirements.

• Prepare and process accurate expense reports with a high level of attention to detail and timeliness.

• Act as a key point of contact, triaging communications and drafting correspondence that aligns with organizational priorities.

• Organize and execute internal and external meetings, events, and off-sites by managing logistics, preparing materials, and ensuring follow-up actions are completed.

• Maintain and organize digital and physical filing systems to ensure critical documents are secure and easily accessible.

• Handle sensitive and confidential information, such as strategic plans and personnel matters, with the utmost care and integrity.

• Build and nurture strong relationships within the organization and with external partners, representing the executive office with professionalism and warmth.

• Identify opportunities for process improvements and propose solutions to enhance efficiency.

• Monitor deadlines and anticipate resource needs to ensure smooth operations.