Overview
Executive Administrative Assistant Jobs in Toronto, Ontario, Canada at Collabera
Title: Executive Administrative Assistant
Company: Collabera
Location: Toronto, Ontario, Canada
Overview:
We are seeking a highly organized and proactive Executive Assistant to provide exceptional support to three Vice Presidents across different time zones (Toronto and Vancouver). This role requires the ability to manage multiple VPs with distinct working styles, a keen eye for detail, and the ability to thrive in a fast-paced, dynamic environment. The ideal candidate will be articulate, proactive, and efficient in managing heavy calendars, internal and external correspondence, and supporting business operations.
Key Responsibilities:
Executive Support:
Manage daily calendars, emails, calls, and voicemails for the VPs, ensuring efficient time management and prioritization of tasks.
Proactively handle internal and external correspondence on behalf of the VPs.
Coordinate and arrange internal and external meetings, including team meetings and larger external events.
Ensure all meeting details are accurate, including booking meeting rooms and venues, providing directions, and confirming logistics.
Travel Coordination:
Coordinate travel arrangements, including flights, accommodations, and ground transportation for VPs.
Handle organizational preparation, follow-up, and ensure proper management of travel expenses.
Administrative Support:
Monitor and manage workflows, such as vacation requests, purchase orders, internal orders, distribution lists, and inventory tracking.
Assist with purchase activities, including office materials, business cards, and third-party purchases.
Maintain and update materials for meetings, such as PowerPoint presentations and Excel spreadsheets.
Team & Project Support:
Assist with the preparation and follow-up of meetings, including taking meeting minutes.
Support new starters in the team, including equipment ordering and induction monitoring.
Manage shared drives and digital communities to ensure efficient document sharing and collaboration.
Serve as the central point of contact for ad-hoc requests and provide support to the VPs and their teams as needed.
Special Projects:
Support ad-hoc special projects as needed by the VPs and leadership team.
Key Skills & Attributes:
Strong organizational skills with the ability to manage multiple priorities simultaneously.
Proactive, resourceful, and able to anticipate the needs of the VPs.
Excellent communication skills, both written and verbal, with the ability to correspond professionally and effectively.
Ability to work independently and in a team, often across different time zones.
Attention to detail, especially when coordinating meetings, events, and travel arrangements.
Adaptability in a fast-paced environment with shifting priorities.
Experience in managing shared drives, team workflows, and administrative support systems.
Major Plus:
Ability to manage complex calendars and logistics, including setting meetings six months in advance.
Strong attention to detail, ensuring no element is overlooked when setting up meetings and events.
