About the Opportunity

- Provide comprehensive administrative assistance to the President & CEO, including preparing high-quality documents and presentation materials, managing the CEO's calendar, and ensuring all communications and inquiries are handled efficiently.

- Arrange and coordinate meetings, including detailed logistics, scheduling, and catering for both internal and external meetings, ensuring all participants are well-informed and prepared.

- Assist the Corporate Secretary with the meticulous coordination of items related to board and shareholder meetings, ensuring all materials are prepared and distributed promptly.

- Support the CEO in the detailed coordination, planning, and delivery of the Strategic Plan and associated planning sessions, including organizing files, work products, and materials used in strategic initiatives.

- Provide dedicated administrative support to other executives, including the VP, Corporate Secretary and Governance Officer, and VP, Human Resources and Facilities, ensuring their administrative needs are met promptly and efficiently.

- Manage the collection, compilation, and distribution of materials for executive meetings and regulatory bodies, ensuring accuracy and completeness of all documents.

- Oversee the reception area, greet visitors warmly, handle incoming packages,



and stay informed on Health & Safety/Emergency procedures to ensure a safe and welcoming workplace.

- Prepare detailed expense reports for the CEO, ensuring all expenses are accurately recorded and submitted promptly.

- Ensure the corporate calendar is meticulously maintained and up to date, coordinating with various departments to avoid scheduling conflicts.

- Administer and upload materials to BoardVantage, compiling the Board book for Board and Board Committees, and ensuring all materials are accessible and well-organized.

About You:

- Bachelor's degree or equivalent experience in a related field.

- Minimum of 3 years of experience in an executive assistant or similar role.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with BoardVantage or similar board management software.

- Excellent verbal and written communication skills.

- Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.

- Ability to interact professionally with all levels of the organization and external stakeholders.

- High level of discretion and confidentiality in handling sensitive information.

- Strong problem-solving skills and attention to detail.

- Ability to adapt to changing priorities and work effectively under pressure.

📌 Administrative Assistant (Toronto)
🏢 Vaco
📍 Toronto