Executive Assistant - 6 Month Contract POST NUMBER: 455966
- Deliver a wide range of confidential administrative services to a senior leader and their team with professionalism and efficiency
- Manage complex scheduling, including coordinating meetings, preparing agendas, recording minutes, and tracking action items
- Organize and support meetings, events, and offsites such as team town halls and leadership sessions
- Prepare reports, presentations, communications, and documents of a sensitive nature by gathering and analyzing required information
- Recommend and implement process improvements to enhance efficiency and effectiveness
- Oversee incoming and outgoing communications, including email, calls, and internal correspondence
- Prioritize the leader’s workload to ensure critical business matters receive timely attention
- Build strong working relationships with internal and external stakeholders
- Support and execute special projects by establishing objectives, managing timelines, and monitoring progress
- Maintain and administer confidential files and presentations with accuracy and discretion
- Manage budgets, expenses, and invoices, including monitoring and reporting
- Coordinate domestic and international travel arrangements, including itineraries and accommodations
- Plan logistics for meetings and events, including venues, catering, technology, materials, and communications
- Perform general office duties such as document preparation, editing, printing, catering orders, mail distribution, and guest reception
- Contribute to a positive, collaborative, and inclusive team environment
About You
- 2 years of experience providing administrative support to senior leaders or large teams
- Post-secondary education (college or university) preferred
- Proficiency with MS Office Suite and collaboration tools such as Teams and SharePoint
- Strong organizational and time management skills, with the ability to manage multiple priorities in a fast-paced setting
- Exceptional interpersonal, verbal, and written communication skills
- Ability to work independently, exercise sound judgment, and handle ambiguity
- Strong attention to detail when preparing business documents and communications
- Proven ability to maintain confidentiality and exercise discretion
- Professionalism and customer service orientation when working with stakeholders at all levels
- Resourcefulness, adaptability, and resiliency in response to changing priorities
- Experience mentoring or supervising other administrative staff is an asset
- Flexibility to work occasional extended hours when needed
Pay Range
$25 - $30 /hour
How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #455966.
You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.
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.