Executive Assistant

Executive Assistant to C-Level Executive, Canadian office of international advisory firm client, downtown Toronto.

Job Type: Temporary.

Initial Term: ASAP for approximately 2 months, with possible extension or direct-hire.

Existing Vacancy:
Yes.

Target Compensation:
From $45 per hour to $50 per hour, with some flexibility according to experience.

Regular

Work Hours:

From 9 a.m. to 5 p.m. not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week). Additional paid hours will be required according to client business need.

Work Location:

Hybrid, with Monday, Wednesday and Friday remote-based and Tuesday and Thursday onsite at client's downtown core Toronto office, on PATH and near TTC, Union and GO stations.

Onsite Dress Code:
Corporate dress code.

Provide high-level administrative and strategic support to executive leader and team handling large international portfolio. Proactively manage multiple responsibilities and priorities with professionalism, utmost discretion, and attention to detail. Anticipate needs, stay connected to fast-moving developments, and ensure clarity of communication and precise, well judged and timely execution of tasks.

• Serve as a primary point of contact for Executive, handling communications and interactions with utmost professionalism and confidentiality.
• Proactively manage Executive’s calendar, including both business and personal appointments, with precision and speed.
• Provide timely project delivery for Executive, from assisting with client interactions to team coordination and administrative tasks.
• Coordinate internal and external meetings across global time zones, ensuring necessary logistics are arranged and executed properly, and preparing Executive with necessary briefing materials.
• Manage travel arrangements efficiently, including complex, multi-stop international itineraries. Support Executive during travel or international assignments and handle occasional personal errands.
• Collaborate closely with administrative colleagues to support day-to-day operations of the Executive's office, including development of appropriate processes and procedures to ensure the office runs efficiently. Embrace agile working practices, especially across global time zones, and support team members during absences or busy periods.
• Develop positive relationships with counterparts at client offices and build knowledge of key clients and relevant business contacts.
• Prepare and edit correspondence, reports, presentations, and other confidential materials.
• Reconcile travel and expense reports, maintain records, process invoices, and manage electronic and hard copy documents.
• Maintain confidentiality and handle highly-sensitive information with discretion.
• Additional executive administration responsibilities as required.

Education:

Bachelor’s Degree or equivalent combination of education and professional experience.

Preferred

Work Experience:

At least 8+ years of experience in a corporate environment, providing administrative support for senior-level executives and experience working with international business units and colleagues.

Technical and Language Skills Requirements:

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams (will be tested).
• Strong typing and attention to detail (will be tested).
• Experience using Curiocity, Robin, Concur, or Net Suite an asset.
• Expert Level English language skills including expert level business writing skills, with excellent spelling, grammar, proofreading and syntax (will be tested).
• Expert level English conversational skills and verbal presentation skills suitable for a diverse range of audiences including senior leadership. Polished, professional telephone…