Executive Assistant to Vice President

About the Role

This position involves providing high-level administrative assistance to a Vice President at an established organization known for its stability, community involvement, and positive workplace culture. The role requires a hybrid working arrangement with two days per week in the downtown Toronto office near Union Station.

Key Responsibilities

• Manage a complex and shifting calendar for the Vice President, coordinating numerous meetings and priorities.
• Organize comprehensive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries; prepare and submit expense reports accurately and promptly.
• Oversee the Vice President's inbox to identify and prioritize urgent matters.
• Create presentations and varied correspondence documents.
• Proactively track action items, deadlines, and deliverables to ensure timely completion.
• Serve as a professional liaison representing the Vice President to internal and external contacts.
• Coordinate and manage requests related to meetings, public engagements, media interviews, and conferences with discretion and confidentiality.
• Administer the Vice President’s commitments to external boards and committees by scheduling and aligning responsibilities across groups.
• Plan and organize employee engagement events.
• Collaborate with the Vice President to prioritize projects, schedule workload, and assess the impact of new initiatives.
• Handle sensitive and confidential documents carefully.
• Build and maintain relationships with other Executive Assistants, clients, partners, and vendors to support organizational goals.
• Maintain distribution and contact lists relating to boards and committees.

Qualifications and Skills

• At least five years of relevant recent experience supporting senior executives.
• Excellent organizational, prioritization, and time management capabilities.
• Exceptional skills in writing, proofreading, editing, and document formatting.
• Proficient with MS Office Suite, especially advanced skills in Word, PowerPoint, and Outlook.
• Ability to juggle multiple tasks, prioritize effectively, and resolve scheduling conflicts diplomatically.
• Strong attention to detail.
• Demonstrated discretion, professionalism, and diplomacy in handling confidential information and engaging with external stakeholders.
• Excellent interpersonal and communication skills for meaningful interaction with diverse groups.
• Self-driven, collaborative, resourceful, and solution-focused attitude.
• Sound judgment and problem-solving orientation.
• A university degree or college diploma is preferred.

Compensation and Benefits

The salary offered ranges between 78,000 and 85,000 annually, supplemented with an excellent bonus scheme, a strong pension plan, comprehensive immediate benefits, three weeks of paid vacation, and various employee perks.