Executive Assistant/Business Manager

Job Overview

We are seeking a dynamic and highly organized Executive Assistant/Business Manager to join our team. This pivotal role combines executive administrative support with business management responsibilities, ensuring seamless operations and strategic alignment across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a positive, energetic attitude. This position offers an exciting opportunity to contribute to the growth and efficiency of our organization while supporting senior leadership and managing essential business functions.

Key areas of responsibility include:

Strategic Support: facilitate executive planning and help drive and execute decisions

• Coordinate meetings, appointments, and travel arrangements.
• Take meeting notes or minutes and track follow-ups.
• Prioritize scheduling based on urgency and executive goals.
• Anticipate conflicts and proactively resolve them.
• Help develop and implement business strategies aligned with company goals.
• Monitor progress and adjust plans as needed to meet objectives.

Project Management: support short-term and executive projects and lead operational projects

• Support strategic initiatives by tracking project timelines and deliverables.
• Assist with research, data collection, and reporting.
• Help manage priorities and delegate tasks on behalf of the executive team.
• Facilitate communication between the executive team and other stakeholders.
• Manage special projects as assigned.

Communication: Manage flow and logistics and acts as a liaison between executive team and facility managers.

• Maintain organized files and records.
• Manage invoices and requests on behalf of executive team.
• Supervise and support team members, including leading group projects and meetings.
• Foster a positive, productive work environment and resolve conflicts.
• Align team efforts with broader business goals.

Operations and Process Improvement: Streamline administrative processes and improve team efficiencies.

• Oversee assigned day-to-day operations to ensure efficiency and effectiveness.
• Identify areas for improvement and implement enhance processes.
• Ensure compliance and accountability with internal policies.

Confidentiality: Manage private calendars, travel, human resources information, finances, contracts and team issues

• Handle sensitive information with discretion and professionalism.
• Handle access to personal and business credit cards, signing authority and cash with discretion and professionalism.

Skills

• Exceptional organizational skills with the ability to be flexible, multitask effectively and learn-as-you go in a fast-paced environment.
• Proven experience in executive administrative support with a focus on project management and coordination.
• Demonstrated ability to see at task/project from start to finish, including seeking assistance and pursuing follow-ups as required.
• Clear understanding and proven experience both working as part of a team and working independently.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications (Gmail, Drive).
• Excellent written and verbal communication skills, including attention to detail.
• Familiarity with office technology tools such as DocuSign for digital signatures and Google Workspace, Microsoft Outlook Calendar and Teams for scheduling efficiency.

Hours and Schedule Expectations

· Approximately 40 hours/week

· 15 vacation days/year

· Work schedule will be flexible; however, the Business Manager will generally be required during core business hours.

· Occasional meetings or events will occur outside of core business hours.

· The Business Manager must be based in Toronto and available for on-site visits as required.

Job Type: Full-time

Pay: $60,000.00-$80,000.00 per year

Work Location: In person