Executive Assistant

Role overview

A client in North York is looking for a polished, proactive, and highly organized Executive Assistant to join the team on a temporary assignment lasting at least two months. The position blends front-desk reception duties with executive-level administrative support, so the successful candidate should be comfortable being the first face visitors see while also managing important back-office tasks.

This role supports three Vice Presidents and will involve handling a busy office environment with frequent senior-level visitors. The right person will be equally confident greeting executives at the front desk and keeping multiple administrative priorities moving smoothly behind the scenes.

Key duties

• Keep the VPs’ calendars organized by arranging meetings, calls, and appointments while safeguarding their time.
• Serve as the initial contact for the office by welcoming, hosting, and assisting senior leaders, clients, and business partners.
• Receive and direct mail, courier deliveries, and central office communications.
• Plan and support internal and external meetings, including agendas, room reservations, and catering arrangements.
• Assist with VP expense tracking and reporting.
• Maintain well-structured digital files, route documents through tools such as DocuSign, and complete routine clerical work like scanning, filing, archiving, and running office errands.

Candidate profile

• Comfortable working in a fast-paced, high-traffic office and presenting a polished, highly professional manner.
• Experience supporting executives as an Executive Assistant, including exposure to multiple stakeholders or leaders.
• Strong ability to stay on top of day-to-day tasks, anticipate needs, and keep several calendars aligned.
• Excellent verbal and written communication skills with strong attention to detail.
• Hands-on, flexible approach and willingness to handle both administrative work and reception responsibilities as needed.

Equal opportunity and accessibility

The employer is committed to building an inclusive and accessible workplace in line with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Candidates can request accommodations at any stage of the recruitment and selection process.