Join a dynamic team where your organizational expertise, professionalism, and attention to detail will have a direct impact on senior leadership and business operations. We are seeking an experienced Executive Administrative Assistant who thrives in a fast-paced environment and can confidently manage multiple priorities while handling sensitive information with the utmost discretion.
One year contract
$60,000 - $70,000
Oshawa, ON
The Executive Administrative Assistant provides high-level administrative support to senior leaders, ensuring the efficient operation of daily activities and executive schedules. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage confidential information while coordinating meetings, travel, expenses, and key administrative processes.
Key Responsibilities
- Provide comprehensive administrative support to executive leadership.
- Prepare, draft, and distribute confidential correspondence, reports, presentations, and other business documents.
- Manage complex calendars, appointments, and scheduling priorities for executives.
- Coordinate and prepare meeting agendas, materials, minutes, and follow-up actions.
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Process and reconcile executive expense reports and related documentation.
- Act as a key liaison between executives, internal teams, and external stakeholders.
- Screen, prioritize, and respond to incoming communications, emails, and correspondence.
- Manage incoming and outgoing mail, including confidential and sensitive materials.
- Maintain organized filing systems and records in accordance with document retention policies.
- Prepare purchase orders, requisitions, and other administrative documentation as required.
- Track deadlines, action items, and outstanding deliverables to ensure timely completion.
- Provide backup administrative support and assist with special projects as needed.
- Support day-to-day office operations while maintaining a high level of professionalism and confidentiality.
Qualifications
- 3+ years of experience supporting senior executives in an Executive Assistant or Administrative Assistant capacity.
- Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication abilities.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- Experience coordinating executive travel and managing expense reporting.
- Proven ability to prioritize competing demands and work effectively in a fast-paced environment.
- Strong attention to detail with exceptional follow-through.
- Professional, resourceful, and capable of working independently with minimal supervision.
- Experience supporting multiple stakeholders and managing executive-level relationships is considered an asset.
If you are an experienced Executive Administrative Assistant looking for an opportunity to make a meaningful impact within a professional and collaborative environment, we would love to hear from you.
