Executive Assistant Jobs in Ajax, ON

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Sr. Executive Assistant

Vaughan, ON
onsite
Permanent
110000 - 130000 CAD / Yearly
We are looking for an experienced Executive Assistant to provide high-level support to a senior executive in Vaughan, Ontario. This position is central to keeping business priorities, communications, and daily activities running smoothly while also helping manage select personal matters with discretion and sound judgement. The successful candidate will bring strong organizational instincts, excellent communication skills, and the ability to anticipate needs in a fast-moving executive environment. Responsibilities: • Oversee a demanding executive calendar, prioritize competing requests, and coordinate meetings to protect time for key business objectives. • Arrange detailed travel plans, including flights, ground transportation, accommodations, and backup plans for changes or disruptions. • Manage personal appointments, errands, and time-sensitive requests to reduce distractions and support day-to-day efficiency. • Serve as an experienced point of contact for senior leaders, board representatives, clients, and external partners, ensuring responsive and clear communication. • Prepare meeting materials, capture decisions and follow-up items, and track progress on strategic initiatives to support executive accountability. • Lead the planning of executive events, business dinners, leadership gatherings, and offsite sessions that strengthen relationships and alignment. • Improve administrative workflows, document organization, and office processes to enhance efficiency across the executive function. • Coordinate with other senior administrative staff to promote consistent support practices across the leadership team. • Support confidential business activities such as due diligence coordination, secure document handling, vendor liaison, and expense review and submission.
2026-10-07T00:00:00Z

Admin Coordinator / Executive Assistant

Toronto, ON
onsite
Permanent
70000 - 80000 CAD / Yearly
Job Title: Management AssistantSalary: $70-$80k Location: Toronto, Ontario Job Type: Full-time, Permanent Job Summary:Robert Half Canada is recruiting on behalf of our client, a global Asset Management firm for a Management Assistant opportunity in Toronto. This role is ideal for an organized and adaptable administrative professional who enjoys supporting office operations and senior team members in a fast-paced corporate environment. Key Responsibilities<ul><li>Coordinate meetings and events, including scheduling, preparing meeting materials, booking conference rooms, arranging catering, and ensuring meeting spaces are set up and equipped for a seamless experience.</li><li>Provide administrative support to leadership team members, assisting with document preparation, correspondence, reporting, special projects, and ad hoc administrative requests as needed.</li><li>Manage complex calendars and scheduling for senior leaders, coordinating internal and external meetings across multiple time zones, resolving scheduling conflicts, and ensuring efficient time management.</li><li>Coordinate domestic and international travel arrangements, including flights, and accommodations ensuring compliance with company policies.</li><li>Prepare, reconcile, and maintain expense reports and corporate credit card records.</li><li>Maintain confidential records, files, and administrative documentation while exercising a high degree of professionalism, discretion, and attention to detail.</li><li>Serve as a key point for greeting visitors and external clients.</li></ul>
2026-09-25T00:00:00Z

Business Operations Assistant

Toronto, ON
onsite
Permanent
75000 - 90000 CAD / Yearly
Are you resourceful, highly organized, and comfortable using technology to keep a business running smoothly?Our client, an established, privately held commercial real estate company, is seeking a Business Operations Associate to support daily operations across its property business, affiliated design company, and related family entities.Working closely with two principals, you will coordinate business priorities, manage office services, support technology and software operations, and keep projects moving. This is a hands-on opportunity for someone who enjoys variety, takes ownership, and follows through.What You’ll Do<ul><li>Coordinate business operations: Track priorities, manage follow-ups, organize documents and approvals, and ensure outstanding items move through to completion.</li><li>Support the principals: Coordinate calendars, meetings, travel, correspondence, and event logistics, including personal and family administration as required.</li><li>Manage office services: Coordinate supplies, service providers, vendor relationships, and staff onboarding and offboarding, including accounts, devices, and access.</li><li>Oversee software administration: Maintain subscription records, user licences, renewals, and monthly spending reports for Microsoft 365, AI tools, and other business applications.</li><li>Coordinate technology support: Provide first-line assistance, escalate issues to the external IT provider, and track open tickets through resolution.</li><li>Maintain operational systems: Keep the SOP library, internal technology resources, and quick-start guides current; monitor existing low-code automations using documented procedures.</li><li>Support projects and improvements: Research suppliers, obtain quotes, coordinate purchases, and help colleagues use approved software and AI tools effectively.</li></ul>
2026-10-07T00:00:00Z

Office Manager

North York, ON
onsite
Permanent
70000 - 100000 CAD / Yearly
We are looking for a highly organized and dependable Office Coordinator to support daily executive and office operations for a busy real estate brokerage in North York, Ontario. This position suits someone who can stay ahead of priorities, coordinate multiple activities at once, and maintain a careful and composed presence when dealing with confidential matters. The successful candidate will help streamline schedules, communications, documentation, and administrative processes so leadership can remain focused on business goals and client relationships. Responsibilities:• Oversee complex scheduling for senior leadership, evaluate incoming meeting requests, and adjust calendars to accommodate shifting priorities.• Organize meetings with staff, clients, and external contacts by confirming logistics, preparing materials, and ensuring all participants are well informed.• Review incoming messages and correspondence, prepare thoughtful responses when appropriate, and bring urgent items to leadership attention.• Maintain clear tracking of deadlines, follow-ups, and outstanding commitments to support consistent execution of business priorities.• Create, edit, and proofread presentations, reports, contracts, and other business documents with a high level of accuracy.• Coordinate travel arrangements, including itineraries, bookings, and supporting documentation for business-related trips.• Process invoices and expense submissions while keeping administrative records, files, and documentation up to date and well organized.• Support the planning and execution of leadership sessions, company functions, and client-facing events.• Contribute to special projects and recommend practical improvements that enhance office efficiency and administrative workflows.• Handle sensitive business information with discretion and care at all times.
2026-10-02T00:00:00Z

Office Manager

Mississauga, ON
onsite
Temporary
30.4 - 35.2 CAD / Hourly
We are looking for an experienced Office Manager to provide hands-on administrative and operational support for a busy team in Mississauga, Ontario. This Long-term Contract opportunity is ideal for someone who is highly organized, self-directed, and comfortable managing both executive support duties and day-to-day office coordination in a fast-paced environment. The successful candidate will bring strong judgement, attention to detail, and the ability to keep priorities moving smoothly while handling confidential information with professionalism. Responsibilities: • Provide senior-level administrative support by preparing documents, presentations, and correspondence for leadership and internal teams. • Coordinate meetings, calendars, and office events while ensuring conference rooms and shared spaces are scheduled effectively. • Manage expense submissions and reconciliation activities with accuracy, including follow-up on invoices and related records. • Oversee daily office operations such as incoming mail, package handling, storage organization, and vendor coordination. • Maintain a proactive working relationship with external service providers, including office facilities and storage partners, to support smooth operations. • Partner with internal teams such as IT to address office needs, resolve issues promptly, and improve administrative processes. • Create and maintain clear process documentation to support consistency, efficiency, and knowledge sharing across office functions. • Communicate regularly with senior leadership by providing timely updates, coordinating requests, and supporting shifting business priorities.
2026-10-07T00:00:00Z

Legal Assistant (Litigation)

Toronto, ON
onsite
Permanent
65000 - 70000 CAD / Yearly
Legal Assistant – Civil Litigation Location: Toronto, ON Employment Type: Full-Time, Permanent<ul><li>Salary: $65,000–$70,000 per annum</li><li>Annual Bonus: Eligible for an annual bonus. </li><li>Benefits: Comprehensive benefits coverage effective Day 1. </li><li>Vacation: 4 weeks annually. </li><li>Paid Time Off: 10 PTO days annually. </li><li>Work Arrangement: Hybrid – 3 days per week in the Toronto office</li></ul>Our client is a boutique law firm specializing exclusively in civil litigation and dispute resolution. The firm combines deep legal expertise, technology, and practical solutions to streamline the litigation process and deliver results for its clients. The firm offers an engaging, collaborative environment where individuals are encouraged to take ownership of their work and contribute to the success of the team. Key Responsibilities<ul><li>Prepare, revise, and proofread legal documents and correspondence; transcribe dictation as required. </li><li>Assist with the preparation of court documents for trials, hearings, applications, and motions, including motion records, factums, and requests to admit. </li><li>Manage incoming calls, respond to client inquiries, and provide professional client service. </li><li>Open, close, organize, and maintain confidential legal files in accordance with firm procedures. </li><li>Assist with docketing, billing, invoice preparation, and submission. </li><li>Provide comprehensive administrative support to the Partner, including calendar management, travel arrangements, and professional correspondence. </li><li>Coordinate meetings, including room bookings, audio-visual requirements, catering, and preparation of materials. </li><li>Manage multiple priorities effectively while maintaining accuracy, discretion, and attention to detail. </li><li>Support the broader team with additional administrative and litigation-related tasks as required. </li></ul>
2026-09-14T00:00:00Z

Legal Secretary

Vaughan, ON
onsite
Temporary
45.391 - 52.558 CAD / Hourly
We are looking for a Legal Secretary to support a busy legal team in Ontario. This long-term contract opportunity is ideal for someone who thrives in a fast-paced environment and can manage administrative and legal support duties with accuracy and discretion. The successful candidate will play an important role in document preparation, calendar coordination, and file management while helping keep legal operations organized and on schedule. Responsibilities: • Prepare, format, revise, and finalize a variety of legal documents, correspondence, and litigation materials with a high degree of accuracy. • Maintain lawyers’ calendars by arranging meetings, tracking deadlines, and coordinating key dates through legal docketing tools such as CompuLaw. • Organize, update, and manage physical and electronic case files using case management systems to ensure records remain accessible and current. • Support litigation processes by assembling pleadings, filing materials, and monitoring documentation requirements for active matters. • Use software such as Aderant and Adobe Acrobat to assist with document handling, editing, billing-related tasks, and production workflows. • Retrieve and verify property or registration-related information through systems such as ACRIS when required for legal matters. • Handle high-volume scanning, photocopying, and document distribution while maintaining confidentiality and file integrity. • Communicate with internal staff, legal professionals, and external contacts clearly and effectively to support the progress of legal work.
2026-10-06T00:00:00Z

7 results for Executive Assistant in Ajax, ON