Executive Assistant

6 months ago


Toronto, Canada IBI Group Full time

Company Description

We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire - to help our clients create livable, sustainable, and advanced urban environments.

IBI Group is now proudly a part of Arcadis. Together, we are committed to improving the quality of life for our clients, people, partners and the communities we all serve.

**Job Description**:
**Overview**:
Our Toronto office is seeking a dynamic and intuitive Executive Assistant to support our Global Director of Transit Projects.

**Most of the things you'll work on**:

- Provide administrative support including calendar and contact coordination. This includes coordinating a daily calendar and ensuring meetings are prepped with all necessary background context, materials, and research
- Schedule professional appointments
- Meeting support: arrange conference calls and in person meetings, room and meal arrangements; produce agendas and minutes; distribution and follow up on action items
- Prepare correspondence, contracts and corporate documents
- Prepare presentations and/or reports for corporate and client meetings
- Maintain effective, accurate and systematically organized files
- Receive and screen incoming calls
- Review and sort mail and packages sensitive to signatures and deadlines.
- Coordinate travel arrangements including hotel, rental car, flights, etc.
- Arrange Conference Registrations (workshops, forums, meetings, conventions) and assist in the preparation and logístical planning for company events
- Liaison with senior management and executive team, as well as key external contacts and clients
- Communicate effectively with outside clients and vendors and represent the office and the Company effectively and professionally
- Manage mobile phone accounts and arrange for appropriate geographic coverage
- Perform various confidential projects as assigned. Perform other duties as required

**Qualifications**:
**What you will need to have**:

- Bachelor’s degree
- Minimum 7 years of experience in a similar Executive Assistant role supporting an executive in a leadership position; experience working in an Architectural engineering consulting environment is preferred
- Must be tech-savvy with solid skills in MS Office (Word, Excel, PPT, Outlook) with a demonstrated ability to acquire new skills and leverage technology to increase efficiency/performance
- Must have excellent communication skills; written and verbal
- Knowledge of PowerBI is an asset
- Familiar with current technologies, like desktop sharing etc.
- Knowledge of social marketing, websites and infographics is an asset
- Detail-oriented with excellent organizational and time management skills
- Self-motivated, flexible, and enthusiastic team player committed to delivering high-quality results
- Strong ability to follow up assigned tasks
- Strong interpersonal skills with a client service approach; comfortable managing professional level communication with both internal staff and external clients
- Demonstrated ability to handle sensitive and confidential materials and communication while exercising sound judgment at all times

Additional Information
**Why you should work for Arcadis IBI Group**:
Office space:
The office is steps away from St. Clair station and is easily accessible by bike, TTC and car. Occupying 7 floors, with over 700 employees, it is the largest office at IBI Group. The floors are open concept and represent our collaborative approach to projects.

Our employees will find a design environment where collaboration is at the core of the business. We proudly support our team members through continuing education, completion of licenses and certifications, memberships in professional societies, seminar and conference attendance.
- Competitive Base Salary based on industry standards
- Robust Extended + Medical Benefits
- Participation in Incentives Program
- Hybrid work
- Coverage of Licensing Fees and Annual Dues to Professional Associations
- Professional Development & Self Directed Learning Resources

**We request applicants submit a RESUME highlighting relevant work experience; please limit PDF files to 10MB. For design-related roles, we also require a PORTFOLIO to review.**

We thank all applicants for their interest. However, only those selected for an interview will be contacted.

LI-OK1

LI-Hybrid


  • Executive Assistant

    5 months ago


    Toronto, Canada Revenue Management Labs Full time

    **Executive Assistant to Managing Partner** **Position Overview**:Revenue Management Labs is seeking an experienced and highly organized individual to join our team as an Executive Assistant to the Managing Partner. The Executive Assistant will be a key support to the partner, ensuring they can devote their full attention to the company's core operations,...

  • Executive Assistant

    5 months ago


    Toronto, Canada Shiplake Properties Full time

    The Executive Assistant is responsible for a wide variety of administrative duties in support of the Executive Chair. Duties include but are not limited to arranging travel plans, meeting minute-taking and distribution, scheduling appointments as part of calendar management, drafting both internal and external correspondence, coordination of events and...

  • Executive Assistant

    6 months ago


    Toronto, Canada Softchoice Full time

    As an Executive Assistant, you will provide support to select executive leaders here at Softchoice. The Executive Assistant will have primary responsibility supporting C-suite executives (i.e., CEO, CFO etc.) and will provide limited support to some of their direct reports to keep tight alignment on critical and sensitive matters. In addition, you will also...

  • Executive Assistant

    6 months ago


    Toronto, Canada Cineflix Full time

    **The Company** Creating, producing, and distributing distinctive factual and scripted programming, the Cineflix Media group includes Cineflix Productions, Cineflix Rights, Cineflix Studios, Buccaneer Media, Connect3 Media, Husk Media, Shiny Screens Entertainment, and a hub of producers from the US, UK, and Canada with whom we share strategic partnerships...


  • Toronto, Canada Executive Platforms Inc Full time

    **WHO WE ARE AND WHAT WE DO...** Executive Platforms builds world-class forums to facilitate the sharing of ideas among the senior leadership of businesses and organizations with common objectives, interests, and challenges. Through careful and concerted effort based upon decades of experience, we work to elevate the conversation and provide all our...

  • Executive Assistant

    4 months ago


    Toronto, Canada Adecco Canada Full time

    Executive Assistant job opening in Toronto, ONOur client, a well-established residential services firm is currently looking for a career oriented and experienced Executive Assistant to join them on a full-time, permanent basis. In this role, you will use your skills and experience to provide support a busy, driven, Executive with both business and personal...

  • Executive Assistant

    6 months ago


    Toronto, Canada Meridian OneCap Credit Corporation Full time

    **_At Meridian _**_our aspiration is to integrate our purpose into everything we do for people, the planet, and communities. We believe that our greatest opportunity is to create opportunity and meet people where they are_**_. - ** **About This Opportunity** **Is this role right for you? In this role, you will**: We’re looking for an Executive Assistant...

  • Executive Assistant

    5 months ago


    Toronto, Canada illumin Inc Full time

    Responsibilities: - Book travel for ELT members, ensuring cost-effective options and seamless arrangements. - Coordinate offsites, including venue bookings, meals, and AV equipment setup. - Organize special events such as summer/holiday parties and team events for ELT. - Manage board matters, including booking board meetings and assisting board members with...

  • Executive Assistant

    6 months ago


    Toronto, Canada York University Full time

    **Purpose**: Consistently ranked in the top tier of the world's best business schools and #1 in Canada, the Schulich School of Business is known for its global reach, innovative programming and the diversity of its student body, faculty, and staff. Schulich enrolls approximately 3,000 students annually in undergraduate, graduate, and postgraduate business....

  • Executive Assistant

    5 months ago


    Toronto, Canada Equinix Full time

    **Who are we?** Equinix is the world’s digital infrastructure company®, operating over 250 data centers across the globe. Digital leaders harness Equinix's trusted platform to bring together and interconnect foundational infrastructure at software speed. Equinix enables organizations to access all the right places, partners and possibilities to scale...

  • Executive Assistant

    6 months ago


    Toronto, Canada Canadian Premier League Full time

    THE POSITION **Position**:Executive Assistant **Reports to**: VP, Finance and Admin (CEO and EVP’s) **Status**:Full-time, Permanent **Start Date**:Immediately **Location**: Downtown Toronto, ON (Onsite) **Salary Range**: $55,000 - 85,000 THE BUSINESSES Canadian Soccer Business (CSB) represents a suite of top-tier national corporate partnerships and...

  • Executive Assistant

    5 months ago


    Toronto, Canada Element Fleet Management Full time

    Get started on an exciting career at Element!_ Element employees make a difference in the lives of others every day. We are re-defining the fleet management industry to be people first, then business - delivering on our promise of a superior client experience. This takes hard work and innovation, and we need more like-minded people on our team. What We...

  • Executive Assistant

    1 month ago


    Toronto, Ontario, Canada beBee Professionals Full time $35,000 - $50,000

    We are seeking a highly skilled Executive Assistant to join our team at beBee Professionals in Toronto. The successful candidate will be responsible for providing executive-level support to our office operations, ensuring that our office runs efficiently and effectively.Key Responsibilities:Provide executive-level support to the office team, including...

  • Executive Assistant

    6 months ago


    Toronto, Canada Mattr Full time

    Mattr delivers advanced material technologies and complex manufacturing expertise. Through a portfolio of brands, we offer highly engineered solutions, technology and products to support infrastructure markets worldwide. Shawflex is the Market Leader and a Trusted Brand in the Electrical Infrastructure industry with a wide variety of wire and cable...

  • Executive Assistant

    1 month ago


    Toronto, Ontario, Canada beBee Professionals Full time $35,000 - $45,000

    We are looking for an Executive Assistant to support our office operations at beBee Professionals in Toronto. As an Executive Assistant, you will be responsible for providing administrative support, ensuring the smooth day-to-day functioning of our office.Key Responsibilities:Manage office correspondence, including emails and phone calls.Schedule meetings...

  • Executive Assistant

    23 hours ago


    Toronto, Canada Quantum Management Services Ltd. Full time

    Position: Executive AssistantLocation: Downtown Toronto (Hybrid, 3x/week On-site)Job Type: PermanentSalary: $70,000 to $80,000 per yearJoin a prestigious regulatory organization dedicated to upholding the highest standards of compliance and accountability. We are seeking a skilled and detail-oriented Executive Assistant to provide critical support to our...

  • Executive Assistant

    2 days ago


    Toronto, Canada Quantum Management Services Ltd. Full time

    Position: Executive AssistantLocation: Downtown Toronto (Hybrid, 3x/week On-site)Job Type: PermanentSalary: $70,000 to $80,000 per yearJoin a prestigious regulatory organization dedicated to upholding the highest standards of compliance and accountability. We are seeking a skilled and detail-oriented Executive Assistant to provide critical support to our...


  • Toronto, Canada Quantum Management Services Ltd. Full time

    Position: Executive Assistant Location: Downtown Toronto (Hybrid, 3x/week On-site) Job Type: Permanent Salary: $70,000 to $80,000 per year Join a prestigious regulatory organization dedicated to upholding the highest standards of compliance and accountability. We are seeking a skilled and detail-oriented Executive Assistant to provide critical support...

  • Executive Assistant

    5 months ago


    Toronto, Canada Informal Systems Full time

    **Executive Assistant** Full Time Canada, USA, Remote **About Informal** We believe in creating trust in software and money and are looking to grow the team with exceptional individuals who share our passion for building this future. Informal is structured with five business units which include: - Cosmos Hub: A core developer of the Cosmos Hub...

  • Executive Assistant

    1 month ago


    Toronto, Canada OntarioMD Full time

    **Executive Assistant** **Permanent Full-Time** **Job Band: 3** Reporting to the Chief Strategy, Growth & Stakeholder Relations and the General Counsel and Chief Privacy Officer, the Executive Assistant will provide executive level administrative support to both Executives and their teams and other staff at OntarioMD, as required from time to...