Executive Assistant
Job in
Markham, Ontario, Canada
Listing for:
Great Connections
Contract
position
Listed on 2026-02-25
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Business Administration
-
Business
Office Administrator/ Coordinator, Business Administration
Job Description & How to Apply Below
Our client, a leading cosmetic and skincare manufacturing company, is seeking an Executive Assistant to join their growing team.
Job Type: One-year contract, could be extended and with the possibility to become permanentLocation:
Markham, ONCompetitive compensation packageJob Duties:
Administrative Support: Provide high-level administrative support for the vice president, requiring discretion and confidentiality.Communication: Prepare and edit communications, including emails, letters, reports, and presentationsMeeting Coordination: Arrange meetings, prepare agendas, and take minutes. Set up meetings and appointments using Microsoft Outlook, maintaining calendar(s) for the assigned leader daily.Travel Arrangements
:
Coordinate travel arrangements, hotel reservations, car rentals, etc.,Facility Tours: Coordinate and arrange facility tours for the teams and visitors from other sites globallyDepartment Meetings
:
Coordinate and maintain all regularly scheduled meetings, including staff meetings (e.g., employee roundtables, quarterly update meetings, SLT and pillar meetings), outside meeting planning, plus recurring and special cross-functional meetings (e.g., Canadian Leadership Team). Including taking minutes, tracking action items, following up on task completions etc..Expense Reports: Prepare expense reports, attest and check all expense reports submitted for signature, and follow through on all documents requiring approvals, including expense reports and processing of invoices.Reports and Presentations: Prepare and update various reports and presentations for the assigned leader (e.g., meeting agendas/minutes, schedules, project updates/status reports, PowerPoint presentations, charts, graphs, Excel spreadsheets).Purchasing: Act as a back-up shopping cart creator for generating purchase orders as required.Liaison: Liaise with all levels of management internally and externally.Office Management: Oversee and monitor office supplies and maintenance of office equipment for vice presidentResearch and Analysis: Conduct research, compile data, and prepare papers for consideration and presentation by vice president, and/or various committeesQualifications:
Education:
College/University degree in Business Administration.Experience:
3-5 years of previous experience in a similar role.Competencies:
Highly organized, minimal supervision necessary, excellent interpersonal skills and professionalism, excellent oral and written communication skills, strong leadership and interpersonal skills, outstanding computer skills (MS Office: Word, Excel, PowerPoint, Access; Visio; MS Outlook).Must be able to maintain confidentiality and exhibit discretion when dealing with both company staff at all levels and outside contacts. Must have and maintain an excellent attendance record.
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