Executive Assistant

12 Month Contract

Toronto- Hybrid

40-45 hourly

Key Responsibilities

Calendar & Priority Management

- Provide sophisticated calendar management for the CEO and COO.
- Prioritize incoming inquiries, troubleshoot scheduling conflicts, and make proactive recommendations to ensure productive day‑to‑day operations.
- Maintain a forward‑looking view of priorities, deliverables, and upcoming commitments.

Administrative Support

- Complete a wide range of administrative tasks to support executive leadership.
- Assist with special projects as assigned.
- Prepare, design, and format complex documents, reports, and presentations.
- Collect and prepare materials for meetings and strategic discussions.
- Draft, proofread, and prepare correspondence.
- Maintain contact lists and organizational files.
- Manage travel arrangements and complete expense and mileage reporting accurately and on time.

Meeting Support & Preparation

- Anticipate the needs of the CEO and COO in advance of meetings and engagements.
- Prepare briefing materials, review upcoming agendas, and ensure required documentation is gathered ahead of deadlines.
- Create and maintain systems to track required materials and follow-up actions.
- Ensure executives are fully informed and prepared for all scheduled discussions and commitments.

Information Management & Executive Coordination

- Keep the CEO and COO informed of upcoming responsibilities, risks, deadlines, and priorities.
- Act as a “barometer,” identifying issues, trends, and opportunities affecting the Executive Office.
- Liaise with internal partners to ensure timely communication, information flow, and alignment.

Event & Meeting Coordination





- Plan and coordinate Executive Team meetings, strategic retreats, and internal events.
- Take, prepare, and distribute meeting minutes;

ensure follow-up actions are tracked and completed.

General Office & Operational Management

- Manage executive expenses, correspondence, teleconference/virtual setups, IT inquiries, and appointment bookings.
- Support onboarding of new direct reports to the Executive Office.
- Respond to ad hoc requests such as scheduling, document translation, or process updates.

Team Support & Readiness

- Ensure team members are prepared for upcoming meetings.
- Track action items and ensure timely completion across the leadership team.

Communication Management

- Manage executive communications including calls, voicemail, email, and mail.
- Identify items requiring action or escalation and direct them appropriately.
- Ensure all communications are handled professionally, confidentially, and in alignment with organizational standards.

Document & Presentation Preparation

- Prepare or refine background documents, briefing materials, and PowerPoint presentations with minimal direction.
- Ensure accuracy, quality, and professionalism in all materials produced on behalf of the CEO and COO.

Board Support (Backup Function)

- Support Board of Directors logistics when required (e.G., scheduling, taking minutes, tracking action items), acting as backup to the Corporate Secretary.

Stakeholder & Relationship Management

- Serve as a key point of contact for internal and external stakeholders on matters related to the CEO.
- Handle inquiries, requests, and sensitive issues with discretion, judgment, and professionalism.
- Coordinate stakeholder outreach and relationship‑building activities on behalf of the CEO

📌 Executive Assistant (Mississauga)
🏢 Hays
📍 Mississauga