Administrative/Executive Assistant POST NUMBER: 437946
Administrative/Executive Assistant
Location: Toronto (Remote with occasional in-office presence required)
Are you a highly organized and proactive professional who thrives in a fast-paced environment? We are looking for a skilled Executive Assistant to support three VPs—two in Toronto and one in Vancouver. This role requires exceptional time management, attention to detail, and the ability to adapt to different leadership styles.
Key Responsibilities:
- Executive Support: Manage calendars, emails, calls, and voicemails on behalf of VPs, ensuring seamless daily operations.
- Meeting & Event Coordination: Arrange meetings, book venues, organize group sessions, and handle all logistics, including time zone considerations.
- Travel & Expense Management: Coordinate travel arrangements, including bookings and expense follow-ups.
- Document & Workflow Management: Maintain shared drives, process purchase orders, track inventory, and manage internal requests such as vacation approvals and equipment orders.
- Professional Correspondence: Handle internal and external communications with the highest level of professionalism.
- Presentation & Reporting: Prepare PowerPoint presentations, update Excel spreadsheets, and compile materials for meetings.
- New Hire Support: Assist with onboarding new team members, ensuring they have the necessary equipment and resources.
- Special Projects: Take on various ad-hoc projects as needed to support the VPs and their teams.
What We’re Looking For:
- Highly Organized & Detail-Oriented: Ability to manage multiple VPs with varying work styles.
- Proactive & Resourceful: Anticipate needs, solve problems, and ensure seamless operations.
- Excellent Communication Skills: Professional and articulate in all internal and external interactions.
- Tech-Savvy: Proficiency in calendar management, document sharing, and workflow tracking.
- Thrives in a Fast-Paced Environment: Comfortable setting up meetings months in advance while keeping track of all logistical details.
If you’re an adaptable, detail-driven, and highly professional Executive Assistant, we’d love to hear from you!
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.