Executive Assistant

Executive Assistant – Provincial Government Agency

Temporary position at a provincial government agency in Downtown Toronto, 100% onsite.

Provide senior‑level administrative and operational support within a public sector environment, supporting divisional operations and executive priorities. Ensure effective coordination of workflow, decision‑making processes, executive scheduling, and administrative deliverables in alignment with organizational policies, governance frameworks, and public accountability standards.

• Oversee divisional workflow processes and systems, ensuring accurate tracking, prioritization, and timely completion of reviews, approvals, and deliverables, including maintaining workflow and action logs and tracking incoming correspondence and materials.
• Coordinate reviews and approvals within the division and cross‑divisionally, including regular communication regarding material tracking and approval status.
• Monitor deadlines and proactively elevate risks or delays to maintain operational efficiency.
• Follow up on action items resulting from meetings and discussions to ensure completion of deliverables.
• Continuously improve workflow processes and tools to enhance productivity and accountability.
• Manage complex executive scheduling, navigate conflicting priorities, and ensure preparation for meetings and events.
• Support planning, coordination, and execution of corporate initiatives, special projects, and divisional priorities.
• Provide logistical and coordination support for corporate meetings, briefings, and reporting activities, including agenda preparation, material distribution, minute‑taking, meeting moderation, equipment coordination, and room bookings.
• Assist with preparation and review of correspondence, briefing notes, reports, and presentations, including research to support business case preparation while ensuring accuracy, completeness, and professionalism.
• Schedule, plan, and assist with corporate events including training, employee engagement initiatives, and planning meetings.
• Track and process expense claims, including monthly corporate card reconciliation.
• Develop and maintain electronic and paper filing systems.
• Coordinate travel arrangements when required.
• Assist with special projects and other duties as assigned.
• Additional executive administrative responsibilities as required.

• Education: Diploma or Degree in Business Administration, Office Administration, Law, Public Administration, or related field, or applicable combination of work experience and education.
• Preferred
  
  Work Experience:
  
  3–5+ years of progressive, related work experience, including experience directly supporting senior executives.
• Preferred Sector
  
  Experience:
  
  Public Sector or Legal Sector experience is an asset.

• Intermediate to advanced level skills in Microsoft Office applications including Excel, Word, Outlook and PowerPoint (will be tested).
• Proficiency with Adobe Acrobat Pro is considered an asset (may be tested).
• Fast and accurate typing skills (will be tested).
• Demonstrated ability to manage document review and approval processes using available tracking and workflow tools.
• Proficient English communication skills, both written and verbal, including advanced level business writing skills and verbal presentation skills suitable for a diverse range of audiences.

• Decision‑making skills and proficiency in calendar management, including managing conflicting meeting priorities.
• Excellent knowledge of office and administrative practices and procedures with progressively responsible experience in an office environment.
• Experience coordinating meetings and recording and transcribing minutes.
• Strong time management skills with proven experience multitasking, project coordination, and providing administrative support in a team setting.
• Customer service proficiency with excellent communication, interpersonal, and organizational skills.
• Flexibility to respond to changing priorities in a fast‑paced environment with the ability to manage multiple and sometimes conflicting deadlines.
• Sound judgement, initiative, and the ability…