Executive Assistant

About the Opportunity

Our client is looking for a highly organized and proactive Executive Administrative Associate to support senior leaders in a fast-paced professional services setting. This role is essential for coordinating priorities, managing schedules, communications, and daily operations efficiently. The successful candidate will ensure executives are well-prepared and informed, acting as a professional intermediary with internal teams, clients, and external contacts. Discretion, excellent judgment, and business sense are crucial in this high-performance role.

Key Responsibilities

• Provide comprehensive executive support by managing complex calendars, communications, and adjusting to shifting priorities.
• Safeguard confidential information with utmost professionalism and discretion.
• Coordinate both domestic and international travel plans including itinerary, lodging, and meeting preparations.
• Handle executive expense reports with accuracy and timeliness, working collaboratively with the Finance department.
• Arrange meetings by scheduling, booking rooms or virtual platforms, organizing catering, and preparing necessary materials.
• Prepare, edit, and maintain business documents ensuring they are precise and confidential.
• Support the organization of client meetings, corporate events, and internal programs through logistics coordination and communication.
• Act as a professional liaison to executives, clients, and partners, maintaining high service standards.
• Identify and implement improvements to administrative procedures to boost efficiency and operational excellence.
• Assist with cross-departmental administrative tasks, special projects, reports, and other initiatives as needed.

Core Competencies

• Superior organizational abilities to juggle multiple priorities in a dynamic environment.
• Detail-oriented with a consistent record of producing accurate work.
• Excellent communication skills, both written and verbal, with a professional demeanor.
• Good judgment and discretion when handling sensitive and confidential information.
• Resourceful and solution-focused with strong accountability and follow-up skills.
• Team-oriented with a talent for building positive relationships across all organizational levels.

Qualifications

• Proven experience supporting senior executives or leadership within a corporate or professional environment.
• Skilled at managing intricate calendars, travel, meetings, and executive priorities independently.
• Advanced knowledge of Microsoft Office applications including Outlook, Excel, Teams, SharePoint, and expense management tools.
• Ability to adapt smoothly to a changing, fast-moving work environment.
• Excellent interpersonal skills and a client-focused approach committed to professionalism.
• Possession of a valid Ontario Class G driver's license and willingness to occasionally provide off-site support.