Executive Assistant and Administration Manager

Executive Assistant and Administration Manager | Toronto | Permanent Hire | $80,000 - $95,000

Details

Salary: $80,000 - $95,000

Schedule: Monday to Friday, 8:30 AM - 5:00 PM

Location: Toronto, ON

Work Arrangement: Onsite

About the Company

Our client is a well-established professional services organization seeking an experienced Executive Assistant & Administration Manager to support senior leadership while overseeing administrative operations and service delivery across the business.

The Opportunity

We are seeking an Executive Assistant & Administration Manager to join the organization on a permanent basis. This role combines high-level executive support responsibilities with leadership of the administration function and team.

This is an excellent opportunity for a seasoned administrative professional who can manage multiple priorities, support senior leaders, maintain discretion with confidential information, and lead administrative operations in a fast-paced professional services environment.

Key Responsibilities

• Coordinate client-related administrative activities for designated executives in collaboration with business leaders
• Act as the primary point of contact between executives, clients, consultants, vendors, and employees while ensuring timely communication and professional follow-up
• Draft, proofread, and format executive correspondence, presentations, reports, and business documents while maintaining confidentiality and accuracy
• Manage complex executive calendars across multiple time zones, resolve scheduling conflicts, and ensure leaders are well prepared for meetings and deadlines
• Maintain corporate calendars, leadership meetings, company events, and key administrative deadlines
• Coordinate executive and client meetings, prepare agendas and materials, record meeting minutes, and track action items
• Prepare executive expense reports and coordinate travel arrangements and itineraries
• Coordinate board meetings, leadership offsites, strategic planning sessions, and other executive events
• Prepare briefing materials and background information for leadership meetings, planning sessions, and industry events
• Maintain organized executive records, confidential correspondence, and corporate documentation in accordance with company policies
• Develop and improve administrative procedures, workflows, systems, and use of technology
• Monitor administration budgets, review invoices, and manage service providers and vendors
• Lead, mentor, and support administrative team members while balancing workloads and maintaining service standards
• Coordinate day-to-day office operations including supplies, meeting spaces, office services, and administrative support activities
• Support special projects and initiatives while managing competing priorities and deadlines

What You Bring

• Several years of Executive Assistant, Senior Administrative, Office Management, or Administration Leadership experience
• Experience supporting multiple executives and stakeholders simultaneously
• Professional services industry experience strongly preferred
• Demonstrated ability to handle highly confidential and sensitive information with discretion
• Exceptional organizational skills and strong attention to detail
• Excellent verbal and written communication skills
• Proven ability to manage competing priorities in a fast-paced environment
• Experience supporting senior leaders with varying working styles and personalities
• Experience working within a mid-sized or large organization
• Previous leadership or supervisory experience within an administrative function is considered a strong asset
• Strong proficiency with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint
• Ability to hit the ground running and operate independently with minimal supervision

What You Need to Do Now

If you meet the requirements and are interested in this opportunity, please apply directly.

Thank you for your interest. Only candidates selected for an interview will be contacted.

This posting represents an existing vacancy within the organisation.

AI tools may be used as part of the screening process.