Candidate profile details:

- Degree/Level of Education: College diploma or higher preferred.
- Certifications Required: no
- Years of Overall Experience: 2–4 years of EA experience.
- How will performance be measured: Performance will be evaluated based on the candidate’s ability to manage calendars effectively, collaborate with Executive Assistants, provide timely support, and successfully manage multiple priorities.

Preferred/Ideal Candidate Background:

- The candidate has experience coordinating team schedules and managing calendars, someone who is highly capable of working independently with accuracy and attention to detail.
- Prior experience as an EA supporting senior leaderhip/executive team in a banking/financial institution is a definite shortlist (bringing recent experience matters as well) as manager is looking for this experience.
- Strong communication skills and ability to openly communicate are extremely key so please ensure this when screening candidates.
- Experience with Outlook is a must have!

Summary of the role:

- Typical Day-to-Day Responsibilities: Managing calendars and scheduling meetings. Coordinating team meetings, town halls, and leadership meetings, Planning team events and celebrations, including holiday functions.
- How much time is being spent in meetings: Approximately 30–60 minutes per day
- Who are they interacting with (internal/external) Mostly internal
- Will the contractor have access to any customer data? No
- Provides dedicated administrative support to executives at the client’s Vice President (VP) level and may also provide a broad range of administrative or general office support for the broader team as assigned.

Must-Have Hard Skills:

- Previous experience working as an Executive Assistant: 2-4 years
- Advanced proficiency with Microsoft Office, including Excel, PowerPoint, Outlook, and Teams




- Prior experience with calendar management/scheduling meetings: 2-4 years

Soft skills:

- Strong interpersonal and relationship-building skills.
- Multi-tasking, highly organized and payin strong attention to detail
- Strong verbal and written communication skills
- Ability to work independently

Nice-To-Have:

- Prior experience supporting senior leadership/executives as an EA in a banking/financial institution.

Target interview:

- Interview process In person/ online
- One interview preferred; maximum of two interviews
- Approximately 30 minutes in length.

Customer:

- Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction
- Manage efficiently in a multi-tasked environment and ensure deadlines are met
- Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.)
- Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required
- Maintain proficiency with software applications/programs and/or department specific systems as required (ie. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)
- Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area

Shareholder:





- Ensure the optimal level of customer service and professionalism is provided
- Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required
- Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate
- Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities) Use software programs and other tools or equipment with ease and efficiency, and provide documents/ information that effectively support the needs of the team
- Efficiently manage expectations/concerns through strong communication skills, both verbal and written
- Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks

Skills:

- Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
- Ability to work independently and manage one’s time.
- Ability to keep information organized and confidential.
- Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

- High school diploma or GED required.
- 2-4 years experience required.

Please note:

- AI is not used to screen, assess, or select candidates.
- This role reflects an existing vacancy at the time of posting.

Job Details

15068

Contract

8 months

Toronto

Recruiter

Recruiter information not available.

📌 Administrative Assistant (Toronto)
🏢 Proviso Consulting
📍 Toronto