Executive Assistant
- Location: Toronto
- Posting Date: October 26, 2025
- Job Order ID: 1039594
- Consultant: Josh Linde MBA
- Industry: Office Admin
An established, fast-paced, and entrepreneurial organization is seeking an experienced Executive Assistant to provide high-level support to the President and Executive Leadership Team. This is an exciting opportunity to join a dynamic environment where initiative, adaptability, and discretion are highly valued.
What You’ll Be Responsible For:
- Proactively manage and coordinate the President’s calendar, including scheduling meetings, appointments, and anticipating changes or conflicts.
- Act as a trusted gatekeeper, handling confidential and sensitive information with the utmost discretion.
- Organize domestic and international travel arrangements (air, hotel, ground transport) and prepare comprehensive itineraries.
- Support the President and Executive Team with action item follow-up, tracking, and administrative tasks.
- Manage ongoing office and facilities needs, including overseeing construction projects, vendor relationships, and supply management.
- Coordinate and execute internal and external meetings and events including leadership offsites, client visits, employee town halls, and advisory board meetings.
- Take minutes at leadership meetings, track action items, and ensure timely follow-up and resolution.
- Prepare executive communications including reports, memos, and presentations.
- Continuously monitor shifting priorities, adapting workflows to ensure alignment with business goals.
- Identify opportunities to improve administrative processes, often leveraging technology to increase efficiency.
- Ensure compliance with all internal and external standards and quality protocols, supporting initiatives related to safety, regulatory, or operational excellence.
Responsibilities may evolve over time based on business needs.
- 5+ years of experience in executive or administrative support at the senior leadership level
- Degree in Business Administration or a related field (or equivalent experience) a strong plus
- Strong technology skills; open to learning new styles
- Exceptional organizational and prioritization skills
- Excellent communication and interpersonal abilities with a proactive, approachable style
- High attention to detail, analytical mindset, and a commitment to service excellence for internal and external stakeholders
- Self-starter with a can-do attitude and a collaborative mindset
- Ability to manage multiple projects under pressure, while maintaining confidentiality and professionalism
- Flexibility to work outside standard hours when needed
- Direct exposure to executive leadership and the opportunity to play a pivotal role in strategic operations
- Autonomy in a role where your contributions truly make an impact
- Dynamic and collaborative environment that values proactive thinking, problem-solving, and initiative
- Flexibility and trust — outcomes matter
- Professional development support
- Comprehensive benefits package, including health and wellness support
- Opportunities to contribute beyond the role — get involved in projects that shape the future of the business
- Recognition and visibility — work side-by-side with decision-makers
- A values-driven culture built on mutual respect, continuous improvement, and accountability