The Executive Administrative Assistant plays a critical role in supporting the executive team by ensuring the smooth operation of daily administrative functions. Reporting directly to the President, this position requires a highly organized, proactive, and discreet individual who can manage a wide range of responsibilities with professionalism and efficiency.
Key Responsibilities
Reporting to the President, the Executive Administrative Assistant will be responsible for:
- Drafting and preparing reports, memos, invoices, letters, and other correspondence.
- Managing incoming calls, directing them appropriately, or taking detailed messages.
- Organizing and maintaining company records, documents, reports, and contracts.
- Conducting research and compiling data for executive review and presentations.
- Coordinating and preparing logistics for meetings, conferences, and events.
- Recording and distributing accurate meeting minutes.
- Welcoming visitors and determining appropriate access to executives.
- Utilizing Microsoft Office Suite and other software tools for document creation and data management.
- Arranging travel and accommodations for executives.
- Managing calendars, scheduling appointments, and providing timely reminders.
- Ordering office supplies and overseeing inventory control.
- Maintaining and updating contact databases.
- Managing contracts and agreements with vendors and partners.
- Responding to executive requests and inquiries with discretion and professionalism.
- Accessing and extracting data from the Collision Reporting and Occurrence Management System (CROMS) for statistical reporting.
- Processing collision report requests from citizens, legal representatives, and external partners.
- Maintaining confidential personnel records as required.
- Handling incoming correspondence including faxes, emails, and mail.
- Providing general administrative support across the organization.
Qualifications & Requirements
- Minimum 3–4 years of experience in an Executive Assistant or similar administrative role.
- Certificate or diploma in Business Administration or a related field.
- Legal background is considered an asset.
- Proven ability to type at least 60 words per minute.
- Strong organizational and time management skills.
- Excellent written, verbal, and interpersonal communication abilities.
- High proficiency in Microsoft Office and the ability to quickly learn new technologies.
- Ability to work independently with sound judgment, discretion, and confidentiality.
- Experience coordinating travel arrangements.
- Must be able to occasionally lift up to 15 lbs.
- Note: Candidates without Executive Assistant experience will not be considered.
Job Type: Full-time
Pay: From $70,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
Ability to commute/relocate:
- North York, ON: reliably commute or plan to relocate before starting work (required)
Experience:
- Executive Assistant: 3 years (required)
Licence/Certification:
- Driving Licence (required)
Work Location: In person
