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Artisan Corporation

Executive Assistant

Toronto, ON, Canada
Greater Toronto Area, Canada, Canada

Job type: Full-time
Apply by: Mar 26, 2027
Experience: 2+ years’ experience of executive administration/coordinator experience, providing support to senior level management or relevant experience.
Posting language: English
Posted: Sep 27, 2026

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Original job description

WHAT IS THE OPPORTUNITY?

As an Executive Assistant, you play a critical role by providing direct support to the senior leadership team within the BAZ Group. You will be accountable for managing schedules, departmental events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with the BAZ Group Leadership and business partners on behalf of the leadership team, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials, and prepare / act as a pre-verification officer for department expense reports.

WHAT WILL YOU DO?

Act as the key contact for the executives that you will be supporting.
Manage and maintain calendars, coordinates meetings, conferences, and travel arrangements for the Executives.
Responsible for monitoring inboxes to help manage meeting proposals, action items and address and delegate inquiries.
Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-one’s with direct reports.
As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
Coordinate travel and hotel arrangements for the team, as needed.
Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.
Work closely with other executive assistants in the organization to effectively plan meetings, events and manage calendar series.
Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
Support the VPs in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect opportunities with VPs)
Prepare presentation materials and meeting agendas, as required.
Ensure relevant information is accessible, assembled and prepared for meetings.

WHAT DO YOU NEED TO SUCCEED?

MUST HAVE:

2+ years’ experience of executive administration/coordinator experience, providing support to senior level management or relevant experience.
Strong interpersonal and diplomacy skills. Comfort in dealing with individuals across all levels of the organization.
Ability to thrive in a collaborative environment with a strong capability to prioritize activities.
Ability to work in a fast-paced environment. Adapt to change and navigate continuously shifting requirements.
Ability to work efficiently and accurately with minimal supervision.
Highly proficient in Microsoft Word, Power Point, Excel, Outlook. Ability to create and edit documents, PowerPoint slide decks as per guidance provided.
Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills.

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

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More about this job

Responsibilities

Provide direct administrative support to senior leaders by managing calendars, correspondence, inboxes, meetings, travel, and departmental events. Prepare meeting agendas and presentation materials, follow up on action items, coordinate with internal partners, and support employee engagement activities.

Requirements

Requires at least two years of executive administration or coordinator experience supporting senior management, or relevant experience. Candidates should have strong interpersonal, organizational, prioritization, and communication skills, be adaptable and accurate with minimal supervision, and be highly proficient in Microsoft Word, PowerPoint, Excel, and Outlook.

Skills

Executive Administration
Calendar Management
Meeting Coordination
Travel Coordination
Interpersonal Skills
Diplomacy
Prioritization
Organization
Time Management
Communication
Microsoft Word
Microsoft PowerPoint
Microsoft Excel
Microsoft Outlook
Document Preparation
Teamwork

Visa sponsorship

Not detected in the job text

Keywords

Executive Administration
Calendar Management
Meeting Coordination
Travel Arrangements
Executive Correspondence
Inbox Management
Action Item Follow-Up
Departmental Events
Business Planning Sessions
Town Halls
Management Meetings
Meeting Agendas
Presentation Materials
Expense Reports
Pre-Verification
Employee Engagement
Microsoft Word
Microsoft PowerPoint
Microsoft Excel
Microsoft Outlook
Document Preparation
Scheduling
Office Administration
Virtual Meeting Tools
Real Estate

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