Executive Assistant (14-Month Contract)

About the Role

Green Infrastructure Partners (GIP) is looking for an Executive Assistant for a 14-month contract to support the Chief Operating Officer and the Executive Leadership Team. You will be a key driver of operational efficiency, managing everything from corporate governance logistics to head office operations, and large-scale corporate event execution. This role is based onsite in Markham, Ontario and interacts with internal leaders, department heads, and significant external partners. The position calls for a proactive, resourceful professional adept at thriving in fast-paced, multi-faceted environments.

Key Responsibilities

• Oversee complex calendar, travel, and schedule coordination for C-suite executives.
• Organize and execute monthly leadership and quarterly board meetings, including agenda creation, technical arrangements for both virtual and in-person events, catering, and venue management.
• Process high-level invoice approvals, purchase orders, and ensure adherence to corporate financial policies.
• Manage, review, and reconcile personal and company credit card expenses through JD Edwards (JDE).
• Coordinate the weekly handling of surety bonds and all related paperwork and sign-offs.
• Lead the daily responsibilities and prioritization of the Corporate Office Services team, ensuring optimal office functioning and workplace standards.
• Collaborate with legal, finance, and procurement for contract execution, office maintenance, seating planning, and renovations.
• Act as the primary point for vendor management, particularly for the onsite corporate café, including facility oversight and service coordination.
• Handle logistics and premium hospitality assets including stadium suites and specialty seating allocations for clients.
• Plan and deliver major annual events like the Charity Golf Tournament, from vendor contracts and sponsorships to budget management and event execution.
• Design and implement internal culture and wellness initiatives across the year to drive organizational engagement.
• Track key event and project milestones, monitor spending, and report outcomes to leadership.
• Identify and resolve day-to-day operational risks, scheduling bottlenecks, and ensure event vendors comply with insurance and regulatory requirements.
• Maintain meticulous administrative records and procurement data for reporting and compliance.

Candidate Profile

• At least five years of executive-level administrative support experience, particularly to senior leadership.
• Self-starter with proven ability to operate independently, prioritize varied responsibilities, and deliver on timelines.
• Leadership experience in supervising administrative/facility teams.
• Track record in planning corporate events, negotiating with vendors, and driving multiple projects concurrently.
• Strong skills in financial administration, including managing payments, purchase orders, and expense coding within ERP systems such as JD Edwards.
• High proficiency with Microsoft Office tools, especially Excel, Word, and PowerPoint.
• Outstanding communication skills for interaction with Board members, executives, and external partners.

Compensation and Benefits

• Annual salary between $90,000 and $105,000, based on experience and qualifications.
• Access to a comprehensive group benefits package.
• Opportunities for professional development and career growth.

Additional Information

• GIP does not use AI for candidate screening or assessment.
• This is an active vacancy; only shortlisted candidates will be contacted.
• No unsolicited agency resumes will be accepted; only approved recruiting partners may submit candidates.
• Green Infrastructure Partners is an equal opportunity employer and actively promotes diversity, equity, and inclusion. Workplace accommodations are available for applicants with disabilities throughout the selection process.