Executive Assistant

Job Overview

We are seeking an accomplished and meticulous Executive Assistant to provide support to a group of about 10 senior professionals within a dynamic corporate setting in downtown Toronto. This fully onsite, 6-month contract role requires a confident communicator who can anticipate requirements and effectively manage multiple priorities with minimal supervision.

Key Responsibilities

• Coordinate and manage complex calendars for approximately 10 senior executives.
• Arrange meeting spaces, set up conference calls, and ensure all involved parties have necessary documentation.
• Facilitate domestic and international travel logistics in collaboration with an external travel service.
• Assist in organizing team meetings, social events, and internal initiatives.
• Prepare, proofread, edit, review, and format documents, presentations, spreadsheets, and material for meetings.
• Create professional PowerPoint presentations emphasizing accuracy, consistency, and polished format.
• Manage expense reporting, receipt reconciliation, invoice submission, and other financial documentation within deadlines.
• Address telephone and email correspondence professionally while maintaining focus on follow-ups and priorities.
• Handle sensitive business and confidential information with discretion.
• Offer additional administrative support as priorities evolve.

Qualifications

• A minimum of two years’ experience as an Executive Assistant or Senior Administrative Assistant supporting multiple leaders.
• Demonstrated capability in managing complex schedules and coordinating meetings and travel.
• Advanced abilities in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication exhibiting a polished professional demeanor.
• Attention to detail in proofreading, document preparation, and presentation formatting.
• Self-driven and proactive, able to work independently with minimal guidance.
• Adaptable to handling urgent requests, shifting priorities, and demanding schedules.
• Exercising strong judgment and confidentiality when managing sensitive information.
• No specific industry experience is necessary.

Additional Details

• Work Location: Onsite in downtown Toronto, Ontario.
• Contract Length: Six months.
• Schedule: Monday to Friday, 8:30 AM to 5:30 PM with occasional overtime.
• Compensation: Hourly rate ranging from $38.45 to $46.00 CAD.
• Background Requirement: Must clear a criminal background check.

About Working with Altis

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