Executive Assistant to CEO and COO - Toronto - Tarion

Description

Executive Assistant to CEO and COO, EA020326

Department: Corporate Office

Type of Position: Full Time, 12-Month Contract

Location: 7th Floor, 5160 Yonge Street, Toronto, ON

Reporting to: Chief Operating Officer

Work Model: Hybrid – flexible work schedule

Grade: L

Posting Status: Open

Salary Range: The salary range for this position is $75,910 - $115,380 per year

About Tarion

Since 1976, Tarion has served new home buyers and new homeowners by ensuring that one of their life's biggest investments is protected. Almost every new home in the province is covered by a new home warranty. This warranty protection is provided by Ontario's builders and lasts up to seven years. It is backstopped by Tarion. More than 375,000 homes are currently enrolled in the warranty program. Every year about 55,000 new homes are enrolled.

How We Make a Difference

A home is one of life's biggest purchases. As an independent, not-for-profit organization, Tarion provides Ontario's new home buyers and owners with peace of mind that their purchase is safeguarded through the province's new home warranty and protection program.

Almost every new home in the province is covered by a new home warranty. Tarion ensures consumer protection by providing free tools, guides and resources to help homeowners understand their builder's warranty and navigate warranty claims with confidence. If a builder does not meet their warranty commitments, Tarion offers guidance to help homeowners ensure they receive the coverage they're entitled to, and when necessary, steps in to help resolve warranty claims.

About the Role

The Executive Assistant is responsible to support the CEO and COO at Tarion in order to make their roles more effective, efficient, and successful. This role has an important responsibility to manage the CEO and COO's schedules, prioritize their time, coordinate correspondence, prepare materials, anticipate potential conflicts and prioritize tasks based on urgency and importance while considering the overall objectives of the organization.

The Executive Assistant will also assist with event coordination, executive team preparation, and provide support to the Board of Directors for the purpose of scheduling meetings, and recording meeting minutes and action items.

In order to assist with onboarding and workplace introductions, new hires will be required to work four (4) days in office per week during their first three (3) months of service.

Responsibilities

• Calendar Management: Provide sophisticated calendar management for the CEO and COO, prioritizing inquiries and requests, troubleshooting conflicts, and making judgments and recommendations to ensure smooth day-to-day engagements.
• Administrative Tasks: Complete a broad variety of administrative tasks to facilitate the CEO and COO's ability to effectively lead the organization. This includes assisting with special projects, designing and producing complex documents, reports, and presentations, collecting and preparing information for meetings, composing and preparing correspondence, maintaining contact lists, making travel arrangements, and completing expense and mileage reports.
• Meeting Preparation: Anticipate the needs of the CEO and COO to efficiently maximize their time by managing workload and priority list. Ensure information is adequately prepared for meetings, including briefing on daily/weekly schedules and creating, managing, and coordinating the receipt of required documentation and materials in advance of meetings.
• Information Management: Work closely with the CEO and COO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a barometer, having a sense of the issues taking place in the environment and keeping the CEO/COO updated. Interface with appropriate parties to ensure the CEO and COO are well-prepared and informed for all engagements.
• Event Coordination: Plan and coordinate all Executive Team meetings, retreats, and events. Take meeting minutes, distribute minutes, and coordinate follow-up.
• General Management: Effectively manage expenses, calendar & travel management, correspondence, IT concerns, teleconference setup, appointment booking, translation ad hoc requests, onboarding new direct reports, etc., on a timely basis.
• Team Preparation: Ensure team members are prepared for all meetings and carry forward action items.
• Communication Management: Manage communications and correspondence (phone, voicemail, email, mail), responding where appropriate, bringing action items forward to the appropriate individual's attention, and ensuring all interactions are handled professionally.
• Document Preparation: Manage the preparation of background and supporting material, meeting documents, and PowerPoint presentations for the CEO and COO with minimal direction.
• Board Support: Provide support to the Board of Directors as back up to the Corporate Secretary for the purpose of scheduling meetings, and recording meeting minutes and action items, in the event the Corporate Secretary is absent or if needed for other reasons.
• Stakeholder Management: Serve as a point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature, as needed. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. Schedule stakeholder contacts and networking outreach on behalf of CEO.

A great candidate for this position will have

• Bachelor's degree in Business Administration or similar field
• Minimum of five years of experience supporting senior leadership.
• Experience providing support to multiple professionals and managing competing priorities.
• Experience with complex calendar management, booking meetings, events, creating presentations, scheduling travel, and managing the expense reimbursement process.
• Prior experience with project management and governance would be an asset in this position

Skills for Success

• Proactivity: Highly proactive, able to identify and take advantage of opportunities to spot future issues and address them in advance, identify new ways to make team processes more efficient, stay ahead of deadlines, and ensure others do as well.
• Interpersonal Skills: Strong interpersonal skills with the ability to build relationships at all levels.
• Technical Skills: Strong proficiency in Microsoft Office Suite and other relevant software.
• Attention to detail: Well organized with strong detail orientation. Strong proofreading skills to ensure accuracy in documentation.
• Independence and Discretion: Ability to work independently and handle confidential information with the highest degree of discretion.
• Judgement and Resilience: Ability to exercise sound judgment and work effectively under pressure.

Why Choose Tarion?

We believe that Tarion's employees are its most valuable asset. We strive to provide a welcoming work environment.

We offer employees a competitive compensation program, opportunities for learning and development, an employee discount program, access to wellness programs, and a variety of Employee Assistance Program tools and online resources to support well-being.

At Tarion, we believe that a strong commitment to diversity and inclusion allows employees to perform at their very best and underpins a culture in which everyone feels they have an equal opportunity to belong and build a career. Tarion is committed to developing and maintaining work environments and practices that ensure equality of opportunity in recruitment, selection and promotion, and to removing systemic barriers so that employees have every opportunity to feel included in the workplace.

If you are a person with a disability and have questions or would like help with your application, please contact a member of the Human Resources Department.

Application Submissions & Deadline:

Please submit a single file with a cover letter and resume with vacancy code EA020326 by no later than February 27, 2026.

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