Executive Assistant

Executive Assistant & Office Manager

Location:

Vaughan, Ontario

Harbinger Network is proud to partner with a well-established and respected residential developer with a long-standing reputation for building exceptional communities throughout the Greater Toronto Area. With decades of industry success, our client is seeking an experienced Executive Assistant & Office Manager to provide high-level executive support while helping ensure the efficient day-to-day operation of its corporate office.

This is an outstanding opportunity for a highly organized, proactive, and discreet professional who thrives in a fast-paced executive environment. The successful candidate will become a trusted partner to senior leadership, managing competing priorities, confidential matters, executive communications, and office operations with professionalism and precision.

The Executive Assistant & Office Manager will provide senior-level Executive Assistant and Personal Assistant support to the President & CEO while overseeing various head office administrative functions. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to anticipate executive needs while managing calendars, communications, travel, meetings, and confidential business matters.

• Manage and protect the President & CEO's calendar, including business and personal priorities, meeting requests, travel, deadlines, and scheduling changes.
• Act as a trusted gatekeeper and liaison with executives, staff, business partners, vendors, guests, and family contacts.
• Screen, prioritize, draft, and coordinate executive communications, including emails, correspondence, reports, and confidential documents.
• Prepare meeting agendas, briefing materials, minutes, and follow-up action items.
• Coordinate executive travel, accommodations, transportation, itineraries, and event logistics.

• Provide discreet personal and family office support, including coordination with household staff, vendors, service providers, and charitable initiatives.
• Provide Executive Assistant support to additional C‑suite family members as required while maintaining priority support to the President & CEO.
• Maintain organized executive files, confidential records, contact lists, and task management systems.
• Support day-to-day head office administration, including reception oversight, boardroom coordination, office supplies, onboarding support, and special projects.

• Minimum 10 years of experience supporting senior executives in an Executive Assistant, Personal Assistant, or comparable C‑suite support role.
• Exceptional judgment, professionalism, discretion, and ability to handle highly confidential information.
• Outstanding calendar management, prioritization, written communication, proofreading, and document preparation skills.
• Strong interpersonal skills with the ability to interact confidently with executives, staff, clients, business partners, vendors, and private contacts.
• Advanced proficiency with Microsoft 365, Outlook, Word, Excel, PowerPoint, and SharePoint.
• Post‑secondary education in Business Administration, Office Management, or a related field is preferred.

Harbinger Network Inc. is a Canadian‑based firm serving companies across Canada and the USA through a diverse network of recruiters and expertise spanning more than 10 major disciplines, with a mission to connect exceptional professionals with organizations across North America and deliver talent that integrates seamlessly and makes an immediate impact.

This posting represents an active and genuine vacancy with one of Harbinger Network's clients and is not for speculative or pipeline recruitment. Harbinger Network and/or our clients may use AI‑assisted tools to support the screening and evaluation of applications; however, these tools are not intended to replace the Hiring Manager's judgement or decision‑making in the hiring process.