Executive Assistant

7 days ago

London, Ontario, Canada Marberg Staffing Ltd. Full time
Added - 03/24/25 Executive Assistant Administrative Support Compensation Range: $35.66 to $35.66 Per Hour
Number Of Openings: 1
North York, Ontario | Temporary

Executive Assistant for provincial government agency client, North York.

Marberg Job Number: 2538.
Job Type: Temporary.
Initial Term: April 1, 2025 to April 30, 2025.
Compensation: $35.66 per hour.
Regular Work Hours: 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: Hybrid - combination of 2 days remote-based and 3 days onsite at client's North York office, on TTC line. Onsite work expectations subject always to client business requirements, and may change according to client business need.
Position Reports To: Division Vice President.

Responsibilities Summary:
Provide daily operational support to executive team. Perform multiple administrative, documents production and clerical support tasks, and coordinate daily functions and related projects. Manage calendars; conduct research; prepare board reports; handle information requests; and exercise judgement, accountability, and confidentiality in the management and release of information.

- Act as executive office's first point of contact for internal and external stakeholders to facilitate smooth, effective, and accurate information flows.
- Coordinate, set, and monitor daily calendars for executive team, prioritizing items based on business context. Schedule meetings, arrange appointments, budget time, and provide appropriate reminders.
- Book meeting rooms, research and prepare agendas, coordinate and distribute supporting documentation. Coordinate with senior internal and external stakeholders to synchronize cross-functional agenda items. Organize and prepare presentations and materials for committees, board, and other meetings.
- Compose and edit highly confidential documents and record meeting notes.
- Monitor and maintain office correspondence and draft responses to general issues, or coordinate resources to support executive's response as required. Compose, format, proofread and/or edit a variety of confidential documents, including correspondence, memos, contracts, proposals, reports, and presentations.
- Research topics and develop information summaries from internal and external resources, including consultants, government boards, ministries, affiliated professional organizations, and regional municipalities.
- Liaise with executives and other executive and administrative assistants to communicate information, and participate in cross-functional projects.
- Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of annual budget.
- Develop and maintain organized filing systems. Retrieve and re-file documents as needed.
- Additional executive, administrative and clerical support responsibilities as required.

Qualifications:
Education: Secondary School diploma, with focus on business or office administration vocational training.
Preferred Work Experience: At least 4+ years of progressive experience providing administrative and executive support services.
Preferred Sector Experience: Public sector or infrastructure project support experience an asset.

Technical and Language Skills Requirements:

- Proficiency in MS Office Outlook, Word, Excel, PowerPoint (will be tested).
- Strong typing and attention to detail (will be tested).
- Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and polished, professional telephone manners.

Task-Based Qualifications and Additional Attributes:

- Demonstrated experience providing administrative and executive assistance to a senior leadership team.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization. Strong relationship management skills.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Superior attention to detail, and organized, methodical approach to completion of tasks.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:

- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work both remotely and onsite, abiding by organization health and safety policies.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes:

Recommended Application Date: We kindly request that you submit your resume quickly, as our client will not accept applications after Monday, March 31, 2025. We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications throughIndeed.ca ,LinkedIn andmarberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity-seeking groups, including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

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