Front Desk Coordinator​/EA

Position: Front Desk Coordinator/EA - 3 Month Contract
Location: East Gwillimbury

About the Opportunity

• Provide comprehensive administrative assistance to the President & CEO, including preparing high-quality documents and presentation materials, managing the CEO's calendar, and ensuring all communications and inquiries are handled efficiently.
• Arrange and coordinate meetings, including detailed logistics, scheduling, and catering for both internal and external meetings, ensuring all participants are well-informed and prepared.
• Assist the Corporate Secretary with the meticulous coordination of items related to board and shareholder meetings, ensuring all materials are prepared and distributed promptly.
• Support the CEO in the detailed coordination, planning, and delivery of the Strategic Plan and associated planning sessions, including organizing files, work products, and materials used in strategic initiatives.
• Provide dedicated administrative support to other executives, including the VP, Corporate Secretary and Governance Officer, and VP, Human Resources and Facilities, ensuring their administrative needs are met promptly and efficiently.
• Manage the collection, compilation, and distribution of materials for executive meetings and regulatory bodies, ensuring accuracy and completeness of all documents.
• Oversee the reception area, greet visitors warmly, handle incoming packages, and stay informed on Health & Safety/Emergency procedures to ensure a safe and welcoming environment.
• Prepare detailed expense reports for the CEO, ensuring all expenses are accurately recorded and submitted promptly.
• Ensure the corporate calendar is meticulously maintained and up to date, coordinating with various departments to avoid scheduling conflicts.
• Administer and upload materials to Board Vantage, compiling the Board book for Board and Board Committees, and ensuring all materials are accessible and well-organized.

About You:

• Bachelor's degree or equivalent experience in a related field.
• Minimum of 5 years of experience in an executive assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with Board Vantage or similar board management software.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Ability to interact professionally with all levels of the organization and external stakeholders.
• High level of discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and attention to detail.
• Ability to adapt to changing priorities and work effectively under pressure.

Pay Range:
$27 - $29 per hour
How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #
This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified…