Executive Assistant

4 weeks ago

Toronto, Canada Beedie Full time

Position Overview

As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.Primary responsibilities include calendar management, ownership of office maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity. 

Key Responsibilities

Executive Assistant Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships Track all critical dates for business and personal events File management and organization in Teams, SharePoint, and Outlook Plan and manage weekly team meetings including advance preparation of agendas Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings Facilitate ad-hoc projects as needed Office Administration Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible) Coordinate incoming and outgoing parcel deliveries Coordinate office activities and events Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives Provide front desk coverage Inventory management and assist with ordering of office supplies and kitchen needs Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed Management of employee parking program Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities Set up or clean-up of workstations/offices for new or departing employees Provide office tours to new hires Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc. Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture Support with coordinating employee training and development initiatives Errands as required Facilitate ad-hoc projects as assigned Travel Administration Assist with tracking of travel bookings for Toronto team members Track and update travel logistics as needed on Outlook 

Desired Skills and Experience

5+ years’ experience in an office management or administrative role Strong interpersonal skills and the ability to contribute effectively within a team environment Ability to work efficiently and without constant supervision Ability to multi-task and meet multiple objectives in short time periods Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint. Exceptional time management and organizational skills Attention to detail Excellent communication skills (oral and written) Ability to identify, assess and solve problems/issues independently and proactively Strong sense of integrity, professionalism and loyalty Sense of humor Proactive, positive, and outgoing Flexible and comfortable with ambiguity Confidentiality and discretion on sensitive information Experience working in a very fast-paced environment We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available.

  • Executive Assistant

    1 month ago

    Toronto, Canada ROI ADS LLC Full time

    Job Title: Executive Personal Assistant Location: Toronto We are seeking a highly organized, proactive, and professional Executive Personal Assistant to provide comprehensive support to our executive team. As an Executive Personal Assistant, you will play a crucial role in managing day-to-day administrative tasks, ensuring the smooth functioning of the...

  • Executive Assistant

    1 week ago

    Toronto, Canada REDLAB Full time

    **Executive Assistant** **Description** The **Executive Assistant** is responsible for providing essential support and managing the day-to-day needs of the CEO and Executive Management team. The Executive Assistant ensures the success of the CEO and REDLAB by maintaining high levels of organization, time-management, tact and...

  • Executive Assistant

    2 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

    2 months ago

    Toronto, Canada FF Systems Full time

    **Position**: Executive Assistant **Location**: On-site, Downtown Toronto **Job Type**: Full-Time, Permanent **Includes**: Dental/Extended Health Care Benefits We are seeking a highly skilled Executive Assistant to support a C-Level Executive. The Executive Assistant will be responsible for managing the CEO's schedule, coordinating meetings, handling...

  • Executive Assistant

    3 weeks 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

    1 day 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

    1 week 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...

  • Executive Assistant

    1 month ago

    Toronto, Canada Softchoice Full time

    We are a software-focused IT solutions and services provider that equips organizations to be agile and innovative, and for their people to be engaged, connected, and creative at work. That means moving them to the cloud, helping them build the workplace of tomorrow, and enabling them to make smarter decisions about their technology. By doing these things we...

  • Executive Assistant

    3 weeks ago

    Toronto, Canada Options Consulting Solutions Full time

    EXECUTIVE ASSISTANT FULL-TIME/ 12-WEEK CONTRACT TORONTO Have you reached the ceiling in your current EA role? Do you have experience with Microsoft Office? Have you been lauded as a highly detail-oriented and dedicated Executive Assistant? The Company Our client is a leader in the insurance industry and is looking to add a new Executive Assistant to their...

  • Executive Assistant

    3 weeks ago

    Toronto, Canada Options Consulting Solutions Full time

    EXECUTIVE ASSISTANT FULL-TIME/ 12-WEEK CONTRACT TORONTO Have you reached the ceiling in your current EA role? Do you have experience with Microsoft Office? Have you been lauded as a highly detail-oriented and dedicated Executive Assistant? The Company Our client is a leader in the insurance industry and is looking to add a new Executive Assistant to their...

  • Executive Assistant

    3 weeks ago

    Toronto, Canada Options Consulting Solutions Full time

    EXECUTIVE ASSISTANTFULL-TIME/ 12-WEEK CONTRACT TORONTOHave you reached the ceiling in your current EA role? Do you have experience with Microsoft Office? Have you been lauded as a highly detail-oriented and dedicated Executive Assistant?The Company Our client is a leader in the insurance industry and is looking to add a new Executive Assistant to their team....

  • Executive Assistant

    1 week ago

    Toronto, Canada York University Full time

    **Purpose**: York University's department of Athletics and Recreation is on a mission to transform the people we engage by leading the creation of a proud engaged campus. Dedicating ourselves to excellence. Investing in leaders and championing physical activity, sport and wellness. One Lion At A Time. Working within a fast paced, changing environment the...

  • Executive Assistant

    3 weeks ago

    Toronto, Canada MADISON HOMES HOLDINGS Full time

    General Description: The Executive Assistant is responsible for performing a variety of administrative tasks and assisting the Vice President, High Rise and Vice President, Low Rise Communities. Primary Responsibilities: - Maintaining executives’ calendars, including adding events, rescheduling appointments, and providing daily briefings - Preparing and...

  • Executive Assistant

    4 days 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

    2 weeks 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

    13 hours 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

    7 days ago

    Toronto, Canada Mosaic North America Full time

    : **Executive Assistant** The Toronto Association of Business Improvement Areas (TABIA) is seeking a full-time Executive Assistant to support our Executive Director with the day-to-day operations of the organization. You will manage mostly business-related tasks such as creating reports, calendar management, organizing travel and accommodation, taking...

  • Executive Assistant

    4 days 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

    2 weeks 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 week 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. At Element,...