Job title- Executive Assistant and Office Administration Department- Industrial Development (Ontario) Job Type- 3 month Contract (Potential for perm) Your recent role As an Executive Assistant and Office Administrator, youll play a vital role in supporting 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 skilled capable of managing multiple tasks efficiently in a fast-paced setting.

The ideal candidate will have exceptionalmunication 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 proactive, 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 will you do? Executive Assistant Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support for planning and managing relationships Track all critical dates for business and personal events File management and organization in Teams, Share

Point, 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, policypliance, 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 iing 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 assisting 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 the layout, arrangement and housekeeping of office facilities.

Set up or clean-up of workstations/offices for new or departing employees Provide office tours to new 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 implementing in-office services that yield the following oues: 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 multitask and meet multiple objectives in short time periods Strongputer literacy, including effective working skills in Microsoft Office Suite (Word, Excel and Power

Point), Microsoft Teams, Microsoft Dynamics CRM, Outlook, and Share

Point.

Exceptional time management and organizational skills Attention to detail Excellentmunication skills (oral and written) Ability to identify, assess and solve problems/issues independently and proactively Strong sense of integrity, professionalism and loyalty Sense of humour Proactive, positive, and outgoing Versatile andfortable with ambiguity Confidentiality and discretion on sensitive information Experience working in a very fast-paced environment

📌 Executive Assistant (Etobicoke)
🏢 Hays
📍 Etobicoke