Executive Assistant - Toronto, ON MT A

Position Summary · The Executive Assistant & Office Manager plays a pivotal role in ensuring the smooth and efficient operation of a fast-paced, high-performing organization. This position provides strategic administrative support to senior leadership while overseeing day-to-day ...

Job description

Position Summary

The Executive Assistant & Office Manager plays a pivotal role in ensuring the smooth and efficient operation of a fast-paced, high-performing organization. This position provides strategic administrative support to senior leadership while overseeing day-to-day office operations, helping to create a productive, organized, and collaborative work environment.

The ideal candidate is proactive, highly organized, and adaptable — someone who thrives in a dynamic setting, anticipates needs before they arise, and confidently manages multiple priorities with discretion and professionalism. This role requires sound judgment, exceptional communication skills, and the ability to balance executive-level support with hands-on operational coordination. This position reports directly to the President & CEO.

Key Responsibilities

President & CEO / Executive Support

• Provide high-level administrative support to the executive leadership, including calendar management (gatekeeping), meeting coordination, and travel arrangements

• Prepare, edit, and manage correspondence, reports, presentations, and other documents

• Serve as a primary point of contact between President & CEO, internal teams, and external partners

• Manage confidential information with discretion and professionalism

• Anticipate executive needs and proactively resolve issues to support efficiency and productivity

Office Management

• Oversee daily office operations to ensure a well-run, organized, and efficient environment

• Manage office supplies, equipment, and vendor relationships; coordinate maintenance and repairs as needed

• Lead office layout planning, workstation setup, and facilities improvements

• Maintain and update office policies, procedures, and safety protocols

• Assist with onboarding and offboarding of employees, including workspace preparation and technology coordination

• Serve as a liaison with building management for access badges, security, and facility-related matters

• Track invoices, manage expense reports, and assist with basic budgeting or financial documentation related to office expenditures

Administrative & Team Support

• Plan and coordinate company events, meetings, and team-building activities

Qualifications

• Minimum 5 years of experience supporting C-suite executives, or demonstrated success in a comparable senior administrative role with highly transferable skills.

• Proven ability to manage complex calendars, competing priorities, and high-volume workflows with exceptional accuracy and attention to detail.

• Advanced proficiency in Microsoft 365, MS Teams, Zoom, and project management platforms, with a strong commitment to producing professional-quality work.

• Demonstrated experience handling confidential information with discretion and sound judgment.

• Strong understanding of business operations and organizational priorities to effectively support executive leadership.

Core Competencies

• Exceptional organizational and prioritization skills.

• Outstanding written and verbal communication abilities.

• Proactive mindset with the ability to anticipate needs and solve problems independently.

• Professionalism, diplomacy, and strong interpersonal skills.

• High degree of discretion, integrity, and judgment.

• Ability to thrive in a fast-paced, dynamic environment while maintaining composure and focus.

• Quality-focused approach with strong attention to detail.

Job Type: Full-time

Pay: $85,000.00-$95,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match

Work Location: Hybrid remote in Toronto, ON M5T 3A8