JOB TITLE- Executive Assistant

Job Type: Contract

Contract Duration: 3 Months, potential for perm

Pay Rate/Salary: $40-$45/hr

Location: Hybrid- Monday, Wednesday Thursday

Your New Role

As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.

Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

What You Need to Do

Executive Assistant

• Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships

• Track all critical dates for business and personal events

• File management and organization in Teams, SharePoint, and Outlook

• Plan and manage weekly team meetings including advance preparation of agendas

• Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings

• Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission

• Facilitate ad-hoc projects as needed

Office Administration





• Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)

• Coordinate incoming and outgoing parcel deliveries

• Coordinate office activities and events

• Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives

• Provide front desk coverage

• Inventory management and assist with ordering of office supplies and kitchen needs

• Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed

• Management of employee parking program

• Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities

• Set up or clean-up of workstations/offices for new or departing employees

• Provide office tours to current hires

Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc.

• Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture

• Support with coordinating employee training and development initiatives

• Errands as required

• Facilitate ad-hoc projects as assigned

Travel Administration

• Assist with tracking of travel bookings for Toronto team members





• Track and update travel logistics as needed on Outlook

What You'll Need to Succeed:

5+ years’ experience in an office management or administrative role

• Strong interpersonal skills and the ability to contribute effectively within a team environment

• Ability to work efficiently and without constant supervision

• Ability to multi-task and meet multiple objectives in short time periods

• Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.

• Exceptional time management and organizational skills

• Attention to detail

• Excellent communication skills (oral and written)

• Ability to identify, assess and solve problems/issues independently and proactively

• Strong sense of integrity, professionalism and loyalty

• Sense of humor

• Proactive, positive, and outgoing

• Flexible and comfortable with ambiguity

• Confidentiality and discretion on sensitive information

• Experience working in a very fast-paced setting

What You'll Get in Return:

You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.

What You Need to Do Now:

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

This posting is for an existing vacancy with the organization.

AI may be used to screen, assess or select applicants for the position.

📌 Executive Assistant (Toronto)
🏢 Hays
📍 Toronto