Executive Assistant & Events

Overview

We are hiring a proactive, detail-oriented administrative professional to support our President/CEO, while supporting the coordination of learning and development events. Compensation: $75,000 CAD.

The role provides comprehensive administrative assistance to the President/CEO, including coordination of calendars, inboxes, and travel schedules. You will oversee day-to-day office management, including coordinating supplies and employee engagement activities.

The successful candidate will be highly effective at coordinating and executing events (in-person and/ or virtual) that drive and enrich the employee experience. The role includes event management responsibilities such as location and vendor searches, option comparisons, logistics, communication, and on-site execution.

The ideal candidate should enjoy building relationships with internal and external stakeholders. This role requires strong collaboration and the ability to work both as part of a team and independently.

The role typically follows traditional business hours (approximately 9am – 5pm), with occasional event activities requiring travel. The individual is expected to be in-person at the office located at 22 St. Clair Ave E, Toronto, Ontario at least twice per week (set days to be communicated).

• Executive Support:
  Provide comprehensive administrative assistance to the President, including calendar management, travel coordination, and expense processing.
• Event Planning & Coordination:
  Act as events coordinator for key conferences and events held at least twice per year. This includes sourcing and coordinating venues and external vendors, communicating with conference participants, creating detailed event schedules, and overseeing on-site execution. Events may have up to 300 attendees.
• Office Management:
  Oversee day-to-day office operations, including supplies, facilities, and fostering an efficient and welcoming workplace.
• Portfolio & Business Support:
  Coordinate processes and maintain organizational data, ensuring timely completion of key reporting and governance activities.
• Other Ad-Hoc Administrative Duties:
  Provide flexible support for special projects and evolving business needs.

• Experience:
  
  3+ years in executive support, office administration, or event coordination roles; experience in fast-paced, multi-stakeholder environments preferred.
• Organizational
  
  Skills:
  
  Exceptional ability to manage multiple priorities, deadlines, and logistics with accuracy and attention to detail.
• Communication:
  Strong written and verbal communication skills; comfortable liaising with senior leaders, vendors, and cross-functional teams.
• Problem-Solving:
  Resourceful and proactive in anticipating needs, resolving issues, and adapting plans under pressure.
• Event & Travel Coordination:
  Demonstrated ability to plan and execute corporate events and manage domestic/international travel arrangements.
• Professionalism & Confidentiality:
  High level of discretion when handling sensitive information and executive matters.
• Technical Proficiency:
  Skilled in Microsoft Office Suite (Outlook, Excel, PowerPoint) and collaboration tools.

Applicants with disabilities who would like to request a reasonable accommodation related to any part of the application process may contact us at Pe

#Zodiac HO