Executive Assistant

Location: Toronto, ON
Department: Operations
Reports To: Executive Leadership

Position Summary

We are seeking an exceptionally organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to a senior executive.

This role requires exceptional communication skills, strong business acumen, and the ability to manage multiple priorities in a fast-paced and constantly evolving environment. The successful candidate will serve as a key point of coordination across departments, helping ensure smooth day-to-day operations and effective execution of business initiatives and projects.

Success in this role requires strong organizational skills, attention to detail, adaptability, discretion, and a commitment to follow-through. The ideal candidate takes pride in maintaining order amid complexity, enjoys solving problems, and consistently delivers a high level of accuracy and professionalism.

Core Competencies

- Exceptional organizational skills and attention to detail
- Robust time management and ability to manage multiple priorities simultaneously
- Excellent follow-up and execution skills
- Robust sense of urgency and accountability
- Resourceful, proactive, and solution-oriented mindset
- Professional judgment and discretion when handling confidential information
- Adaptability and flexibility in a rapidly changing environment
- Strong written and verbal communication skills
- Ability to work independently with minimal supervision
- Positive attitude and willingness to learn
- Commitment to accuracy, quality, and continuous improvement

Key Responsibilities

- Manage complex calendars, schedule meetings, and coordinate appointments.
- Organize and coordinate virtual and in-person meetings,



including preparing agendas, meeting materials, and follow-up action items.
- Screen, prioritize, and manage incoming emails, correspondence, and requests.
- Prepare reports, presentations, spreadsheets, and business documents with a high level of accuracy.
- Track projects, deadlines, and deliverables to ensure timely completion.
- Maintain confidential records and handle sensitive information with discretion.
- Act as a liaison between internal departments, external vendors, clients, and business partners.
- Support operational initiatives by gathering information, conducting research, and monitoring project progress.
- Develop and maintain filing systems, administrative processes, and documentation procedures.
- Coordinate special projects and assist with process improvement initiatives.
- Assist with travel arrangements, meeting logistics, and event coordination as required.
- Support various administrative and operational initiatives as assigned.

Qualifications

- 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
- Strong organizational skills with the ability to prioritize competing deadlines.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.




- Ability to work independently and maintain confidentiality.
- Experience with project tracking tools, shared databases, or business management systems is considered an asset.

Preferred Skills

- Strong problem-solving and critical-thinking abilities.
- Experience supporting senior leadership in a corporate environment.
- Ability to anticipate needs and take initiative with minimal supervision.
- Comfortable working in a fast-paced, dynamic environment.
- Experience coordinating cross-functional projects and stakeholder communications.

What Success Looks Like

The successful candidate is highly organized, dependable, adaptable, and resourceful. They take ownership of their responsibilities, follow through on commitments, and consistently produce high-quality work. They are comfortable managing multiple priorities while maintaining accuracy, professionalism, and discretion.

This position requires flexibility and adaptability in a dynamic business environment. Duties and responsibilities may evolve over time based on business needs, priorities, projects, and operational requirements. The Executive Assistant may be assigned ad hoc tasks and special projects as needed and is expected to support changing day-to-day activities and organizational initiatives.

The successful candidate must be comfortable working in an environment where priorities shift frequently and must possess the organizational skills, flexibility, and follow-through required to manage multiple high-priority tasks simultaneously.

Pay: $65,000.00-$75,000.00 per year

Benefits:

- Dental care
- Disability insurance
- Life insurance
- On-site parking
- Store discount
- Vision care

Work Location: In person

📌 Executive Assistant (Toronto)
🏢 Fairweather
📍 Toronto