<p>We are seeking a highly organized, proactive, and detail-oriented <strong>Executive Assistant</strong> to provide high-level administrative support to members of the Executive Team and their direct reports. This role will primarily support senior leaders, ensuring seamless day-to-day operations and contributing to strategic initiatives.</p><p><br></p><p><strong><u>Key Responsibilities</u></strong></p><ul><li>Manage complex calendars and coordinate dynamic meeting schedules for senior executives.</li><li>Organize domestic and international travel arrangements, including detailed itineraries and logistical support.</li><li>Assist with planning and execution of events and projects, ensuring alignment with business objectives.</li><li>Create and refine professional PowerPoint presentations, incorporating data visualizations and key messaging.</li><li>Prepare, format, and distribute documents for internal and external meetings with accuracy and timeliness.</li><li>Process and reconcile vendor invoices and expense reports; maintain financial records in accordance with company policies.</li><li>Handle incoming communications (email, phone, correspondence) with discretion and timely follow-up.</li><li>Provide cross-functional support to other Executive Assistants during peak periods or high-demand projects.</li><li>Facilitate onboarding for new team members, ensuring a smooth and welcoming transition.</li><li>Contribute to office operations and process improvement initiatives, including documentation and workflow enhancements.</li></ul>
<p>We are looking for an experienced Executive Assistant to join our team a contract basis. Based in Toronto, Ontario, this role involves providing high-level administrative and operational support to executives and board members within the healthcare and social assistance sector. The successful candidate will excel in managing complex schedules, facilitating virtual meetings, and handling sensitive information with discretion and careful attention to detail.</p><p><br></p><p>Responsibilities:</p><p>• Organize and oversee board and committee meetings, including scheduling, logistics, and preparation of agendas and meeting packages.</p><p>• Prepare and distribute board materials, ensuring timely delivery at least seven days in advance of meetings.</p><p>• Accurately record, maintain, and manage board minutes using the "Board Effect" platform, and ensure follow-ups on action items are completed.</p><p>• Provide advanced calendar management for executives, coordinating high-volume scheduling and prioritizing critical meetings.</p><p>• Act as a gatekeeper by managing meeting requests and delegating inquiries to appropriate teams or departments when necessary.</p><p>• Draft, proofread, and edit reports, communications, and other materials to ensure accuracy and clarity.</p><p>• Facilitate virtual meetings using collaboration tools such as Microsoft Teams and Cisco Webex, including sharing screens and resolving technical issues.</p><p>• Support a paperless office by effectively using tools such as Microsoft Outlook, Teams, and other digital systems.</p><p>• Maintain a detail-oriented and resourceful approach when interacting with board members, stakeholders, and team members.</p><p>• Manage travel arrangements, expense reporting, and other administrative tasks efficiently to support executive operations.</p>
We are seeking a =+ years of experience, detail oriented, and service-oriented Executive Assistant to provide high-level administrative and operational support to the Senior Vice President and other members of the Executive Management Team. The ideal candidate is proactive, detail-oriented, and takes pride in representing leadership with excellence—managing complex calendars, communications, and priorities with discretion and efficiency in a fast-paced, detail oriented environment. <br> Key Responsibilities Provide comprehensive calendar management with proactive planning and follow-up, scheduling/rescheduling internal and external meetings, organizing logistics, and managing last-minute changes with professionalism. Prioritize and manage executive emails and communications; coordinate directly with internal and external stakeholders. Prepare daily briefing documents, including meeting details, materials, and calendar look-aheads. Compile, design, and review confidential correspondences, presentations, organizational charts, reports, and other materials using Microsoft Word, Excel, PowerPoint, and Visio. Coordinate and prepare agendas, arrangements, materials, and minutes for board, executive, and management meetings; track and follow up on action items. Prepare and format detail oriented reports and PowerPoint presentations, including visuals and design elements. Ensure all documents requiring signature are accurate and include relevant supporting materials. Monitor deadlines and follow up on outstanding items to ensure timely completion. Coordinate complex travel arrangements, itineraries, and expense reporting. Manage departmental infrastructure, including CRM systems, databases, directories, and electronic/paper filing systems. Assist with event planning and execution for internal and external functions. Support divisional and business development initiatives, including project coordination, tracking deliverables, and maintaining communication on progress. Coordinate divisional meetings, retreats, and offsite events by preparing agendas, materials, and follow-up documentation. Provide additional administrative support to the Senior Vice President and Executive Management as required.
