Executive Assistant

Position: Executive Assistant
Location: Downtown Toronto - walking distance from Union Station
Salary: Up to $110,000 annually
Job Type: Permanent
Posting Type: Open vacancy
Schedule: Hybrid

Our client, a leading professional services organization, is seeking a highly capable and polished Executive Assistant to provide senior-level administrative support to a busy executive.

This is an excellent opportunity for an experienced Executive Assistant who is confident operating in a fast-paced, professional environment and managing a wide range of priorities. The successful candidate will be proactive, highly organized and comfortable working with confidential information while anticipating the needs of the executive they support.

What You'll Be Doing:

- Provide comprehensive executive and administrative support to a senior executive
- Manage a complex and constantly changing calendar, including scheduling internal and external meetings
- Proactively identify and resolve scheduling conflicts and competing priorities
- Coordinate domestic and international travel, accommodations and detailed itineraries
- Prepare, proofread and format correspondence, presentations, reports and other business documents
- Prepare meeting agendas, materials and supporting documentation
- Coordinate meetings, conference calls and other executive engagements
- Manage incoming correspondence and prioritize communications as required
- Prepare and submit expense reports and reconcile executive expenses
- Coordinate internal and external contacts and maintain strong professional relationships
- Handle confidential and sensitive information with a high degree of discretion
- Assist with projects, presentations and other executive initiatives
- Track follow-ups, deadlines and action items to ensure priorities stay on schedule
- Coordinate events, client meetings and executive functions as required
- Work closely with other members of the executive team and internal departments
- Anticipate the executive's needs and proactively address administrative requirements
- Take on additional responsibilities and special projects as required

What We're Looking For:

- 5+ years of Executive Assistant experience supporting a senior executive, C-suite leader or high-level professional
- Experience managing complex calendars and competing priorities
- Strong experience coordinating domestic and international travel
- Excellent written and verbal communication skills
- Exceptional organizational and time-management abilities
- High attention to detail and strong follow-through
- Advanced proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint
- Professional, polished and confident communication style
- Ability to work with highly confidential information and exercise sound judgment
- Proactive, resourceful and solutions-oriented approach
- Ability to anticipate needs and operate with a high level of independence
- Comfortable working Monday to Friday, 5 days onsite in downtown Toronto
- Previous experience in professional services or a similarly fast-paced corporate environment is an asset

Why You'll Want This Role:

- Work directly with a senior executive in a high-profile corporate environment
- Join a respected professional services organization
- Opportunity to take ownership of a broad range of executive responsibilities
- Professional and collaborative team environment
- Exposure to senior leadership and a wide range of business activities
- Excellent opportunity for an experienced Executive Assistant looking for a long-term career opportunity

To apply, please send your resume to angelica.stewart@quantum.ca.

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All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

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