Executive Assistant – Mining Industry

About the Role

Our client is seeking a highly organized, resourceful, and self-motivated Executive Assistant to support our CEO and Senior Executive team from our Toronto Corporate Office. This is a high-visibility role suited to someone who thrives in a fast-paced environment, takes ownership of projects from start to finish, and enjoys wearing multiple hats - from managing executive expenses to leading office operations and driving a major workplace transformation project.

Location: Toronto, ON
Work Arrangement: Onsite
Job Type: Permanent
Salary: CAD 90-95K

Key Responsibilities

Executive Support & Expense Management

• Manage expense reporting, reconciliation, and submission for the CEO and other Senior Executives
• Ensure timely and accurate processing of expenses in accordance with corporate policy
• Liaise with Finance to resolve discrepancies and streamline expense workflows
• Maintain confidentiality and discretion when handling sensitive financial and business information

Office Management

• Oversee day-to-day operations of the Toronto Corporate Office, ensuring a professional, efficient, and welcoming environment
• Manage vendor relationships, office supplies, facilities requests, and administrative budgets
• Act as the primary point of contact for office-related matters, coordinating with building management and external service providers
• Support onboarding logistics and general administrative needs across the Toronto team

Office Remodel Leadership

• Lead the planning and execution of a full remodel of the Toronto office space
• Coordinate with architects, designers, contractors, and vendors to bring the project to life on time and on budget
• Manage timelines, budgets, and stakeholder communication throughout the renovation
• Balance day-to-day office operations with project milestones to minimize disruption to the team

General Executive Assistance

• Provide calendar management, meeting coordination, and travel arrangements for Senior Executives as needed
• Prepare correspondence, presentations, and briefing materials
• Anticipate the needs of executives and proactively problem-solve to keep things running smoothly

Desired Characteristics

• Entrepreneurial spirit - comfortable taking initiative, identifying gaps, and driving projects forward without needing constant direction
• Self-motivated - able to manage competing priorities independently and stay accountable to deadlines
• Strong organizational skills and meticulous attention to detail
• Excellent judgment and discretion when handling confidential information
• Strong communication and interpersonal skills, with the ability to work effectively across all levels of the organization
• Comfort operating in ambiguity and adapting to shifting priorities
• Project management mindset, particularly for the office remodel initiative

Qualifications

• 3+ years of experience as an Executive Assistant, Office Manager, or in a similar role, ideally supporting C-suite executives
• Experience with expense management systems and corporate finance processes
• Prior experience coordinating office moves, renovations, or facilities projects considered a strong asset
• Proficiency in Microsoft Office and expense management platforms

• Post-secondary education in business administration or a related field is an asset, but not required