The Executive Administrative Assistant plays a critical role in supporting the executive team by ensuring the smooth operation of daily administrative functions. Reporting directly to the President, this position requires a highly organized, proactive, and discreet individual who can manage a wide range of responsibilities with professionalism and efficiency.

QUALIFICATIONS & REQUIREMENTS

• Minimum 3–4 years of experience in an Executive Assistant or similar administrative role.
• Certificate or diploma in Business Administration or a related field.
• Legal background is considered an asset.
• Proven ability to type at least 60 words per minute.
• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication abilities.
• High proficiency in Microsoft Office and the ability to quickly learn new technologies.
• Ability to work independently with sound judgment, discretion, and confidentiality.
• Experience coordinating travel arrangements.
• Must be able to occasionally lift up to 15 lbs.
• Note: Candidates without Executive Assistant experience will not be considered.
  Job Type: Full-time
  Pay: From $70,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Assistant: 3 years (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In perso

Reporting to the President, the Executive Administrative Assistant will be responsible for:

• Drafting and preparing reports, memos, invoices, letters, and other correspondence.
• Managing incoming calls, directing them appropriately, or taking detailed messages.
• Organizing and maintaining company records, documents, reports, and contracts.
• Conducting research and compiling data for executive review and presentations.
• Coordinating and preparing logistics for meetings, conferences, and events.
• Recording and distributing accurate meeting minutes.
• Welcoming visitors and determining appropriate access to executives.
• Utilizing Microsoft Office Suite and other software tools for document creation and data management.
• Arranging travel and accommodations for executives.
• Managing calendars, scheduling appointments, and providing timely reminders.
• Ordering office supplies and overseeing inventory control.
• Maintaining and updating contact databases.
• Managing contracts and agreements with vendors and partners.
• Responding to executive requests and inquiries with discretion and professionalism.
• Accessing and extracting data from the Collision Reporting and Occurrence Management System (CROMS) for statistical reporting.
• Processing collision report requests from citizens, legal representatives, and external partners.
• Maintaining confidential personnel records as required.
• Handling incoming correspondence including faxes, emails, and mail.
• Providing general administrative support across the organization.