Executive Assistant

2 weeks ago

Toronto, Ontario, Canada GATESOURCE HR Full time $90,000 - $120,000 per year

We're seeking a proactive Executive Assistant to support our client's executive team in Toronto. The ideal candidate brings experience in or exposure to the mining sector and a strong grounding in finance. You'll blend classic excellence (calendars, travel, board coordination) with hands-on support for budgeting, reporting, investor materials, and vendor/admin workflows common in mining.

What You'll Do

  • Executive support: Own complex calendars, meeting prep/follow-ups, and inbox triage across time zones; coordinate with site leaders and external partners.

  • Board & investor materials: Assist with drafting, formatting, and assembling board decks, earnings/quarterly updates, and press-ready documents; manage version control and data rooms.

  • Finance operations: Track expenses and POs, reconcile corporate cards, prepare accruals summaries, assist FP&A with actuals vs. budget rollups, and maintain key finance calendars (month/quarter close, audit).

  • Document & data stewardship: Maintain accurate files (contracts, MSAs, NDAs, permits), organize NI 43-101/technical report timelines with SMEs, and ensure consistent naming/archiving.

  • Travel & logistics: Coordinate multi-leg travel to mine sites, conferences (PDAC and others), visas/permits, and safety/compliance documentation.

  • Meeting readiness: Build agendas, capture minutes, track actions/owners, and ensure briefings contain the right KPIs (production, AISC, capex, project milestones).

  • Vendor & stakeholder coordination: Liaise with banks, auditors, legal counsel, IR, and site admin; shepherd signatures and approvals.

Requirements
  • 3–6+ years as an Executive Assistant or Chief-of-Staff-style coordinator; at least some exposure to mining, energy, or heavy industry.
  • Comfortable with budgets, invoices, accruals, and basic analysis in Excel/Sheets (LOOKUPs, pivots); able to quality-check numbers and flag anomalies.
  • Crisp writing and presentation skills; can turn rough notes into polished slides and concise briefs.
  • Expert with Microsoft 365/Google Workspace; strong PowerPoint and Excel; expense and travel tools (e.g., Concur/Expensify); e-signature and data room platforms (e.g., DocuSign, SharePoint/Box).
  • Exceptional attention to detail, confidentiality, and follow-through; thrives in fast-moving, deadline-driven environments.
  • Handles sensitive financial and corporate information with care.
BenefitsCompetitive salary and benefits commensurate with experience

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