Executive Assistant
Location: Toronto, ON
Start Date: December, 2026
Duration: Permanent
Work Type: Full-Time – In-Person
Compensation: 75k - 90k
Role Overview
We are seeking an experienced, highly organized, and resourceful Executive Assistant to the President & CEO to provide comprehensive executive, administrative, and operational support.
This trusted role requires exceptional judgment, discretion, initiative, and the ability to anticipate priorities in a fast-paced corporate environment. The successful candidate will coordinate effectively with senior management, site teams, the Board of Directors, professional advisors, and external stakeholders, helping the CEO focus on strategic priorities.
Key Responsibilities
Executive & Administrative Support
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Help manage the CEO's complex calendar, meetings, and competing priorities while anticipating conflicts and recommending solutions.
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Coordinate domestic and international travel, including itineraries, accommodations, and ground transportation.
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Assist with event planning, marketing activities, and conference attendance.
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Manage executive correspondence and communications, exercising discretion and sound prioritization.
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Prepare agendas, briefing materials, presentations, reports, and executive documentation.
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Coordinate expenses, invoices, reimbursements, and related administrative requirements.
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Maintain confidential records, contact databases, action items, and deadlines.
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Assist with research, information gathering, documentation, and special projects.
Corporate Governance & Board Support
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Liaise with Board members and provide administrative support.
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Coordinate Board and committee meetings across locations and time zones.
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Support the preparation, compilation, and secure distribution of Board materials in collaboration with senior management and advisors.
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Coordinate annual general meetings and corporate event logistics.
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Maintain confidentiality and document control for sensitive Board and corporate information.
Corporate Office, Accounting & Project Coordination
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Provide general corporate office administration, including coordinating service providers and office supplies.
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Coordinate the move to a new head office, anticipated for January 2027, including purchasing supplies and supervising deliveries.
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Provide administrative support to the accounting team, including accounts payable administration.
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Support administrative coordination between the Toronto office and U.S.-based project teams.
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Track corporate initiatives, milestones, deliverables, and management follow-up items.
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Coordinate meetings with technical consultants, legal advisors, financial institutions, and external partners.
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Assist with research, information gathering, documentation, and special projects.
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Identify opportunities to improve administrative processes and information management.
Relationship & Stakeholder Management
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Serve as a responsive and professional point of contact for the CEO's internal and external relationships.
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Build effective relationships with executives, directors, advisors, and service providers.
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Exercise sound judgment when managing requests for the CEO's attention and represent the executive office with diplomacy.
Qualifications
Required
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Minimum 5 years of progressive administrative experience, including direct support to a CEO, President, or senior executive.
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Proven spoken and written communication skills and strong time-management abilities.
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Experience working in a professional head office environment.
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Experience coordinating executive travel and planning corporate events.
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Proven ability to manage complex calendars, confidential communications, and competing priorities.
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Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
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Strong business writing, numerical, presentation formatting, organizational, and interpersonal skills.
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Sound judgment, independence, discretion, attention to detail, and proactive follow-through.
Preferred
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Experience working in the corporate office of a publicly traded company, ideally within mining, natural resources, financial services, management consulting, law, accounting, investment banking, or another capital-markets-oriented sector.
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Familiarity with corporate governance, Board meeting coordination, and senior executive and Board-level communications and support.
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Comfort working in a small, fast-paced, entrepreneurial corporate environment.
Skills & Competencies
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Proactive and anticipatory approach to managing executive priorities.
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Highly organized with strong time-management and coordination skills.
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Commercially aware with an understanding of business priorities.
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Discreet and trustworthy when handling confidential information.
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Flexible and resilient when managing changing priorities.
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Collaborative and personable with strong relationship-building abilities.
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Technologically capable and comfortable using various business systems.
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Accountable for consistently delivering high-quality work.
What Success Looks Like
Within the first six months, the successful candidate will have developed a strong working relationship with the CEO, gained an understanding of organizational priorities, and become a dependable point of coordination.
Executive scheduling, travel, and correspondence will be handled proactively; Board and management meetings will be well organized; and commitments will be tracked through to completion.
Why Join This Opportunity?
This is an opportunity to work closely with an accomplished executive during an important stage of organizational growth and development.
The Executive Assistant will play a trusted and integral role in supporting the CEO and contributing to the effective operation of the business. The position also offers valuable exposure to executive leadership, corporate priorities, and decision-making, with potential opportunities to build a career in areas such as investor relations, corporate finance, administration, or other areas of the business.
**Staffworks may use AI-enabled tools to assist with recruitment activities while maintaining recruiter involvement and respecting applicable privacy and employment regulations.**
