Job Description: Executive Assistant III Location: Toronto, ON Work Arrangement: Onsite – 5 days per week Contract Duration: 2 months Start Date: ASAP Extension/Conversion: Possible, based on business needs and performance Schedule: Monday to Friday, 37.5 hours per week (7.5 hours per day)
Position Overview We are seeking an experienced Executive Assistant III to provide administrative and organizational support to senior executives. The ideal candidate will have at least 5 years of experience supporting Vice Presidents (VPs) and Senior Vice Presidents (SVPs), with a focus on calendar management, meeting coordination, email organization, and accurate information tracking. This role offers an opportunity to work with multiple business teams, interact with internal and external stakeholders, and contribute to a professional, fast-paced environment.
Key Responsibilities
Provide administrative and executive support to senior leadership, including VPs and SVPs.
Manage complex calendars, schedule meetings, and coordinate appointments efficiently.
Organize and maintain electronic files, emails, and other administrative records.
Capture, document, and track key information from emails and meetings accurately and consistently.
Coordinate communications with internal and external stakeholders.
Support meeting preparation, scheduling, and follow-up activities.
Use Microsoft Office applications to manage daily administrative responsibilities.
Maintain a high level of confidentiality, professionalism, accuracy, and attention to detail.
Proactively identify scheduling conflicts and administrative requirements, addressing them with a sense of urgency.
Adapt quickly to changing priorities and provide timely support to the team.
Required Qualifications
Minimum 5 years of experience as an Executive Assistant supporting VPs and/or SVPs.
Proficiency in Microsoft Office applications, particularly Outlook, Microsoft Teams, and OneNote.
Demonstrated experience in calendar management and meeting coordination.
Strong organizational skills, including managing emails and electronic files.
Excellent attention to detail and accuracy in documenting and tracking information.
Proactive approach with a strong sense of urgency and the ability to prioritize tasks.
Professional demeanor, punctuality, and effective communication skills.
Ability to work onsite five days per week in Toronto.
Preferred Qualifications
Experience working in a large banking or financial services organization.
Interaction with internal and external stakeholders.
Approximately one hour of meetings per day on average.
No travel required.
Standard business hours, Monday to Friday.
Opportunity to gain exposure to multiple business areas and build professional relationships.
Ideal Candidate Profile The ideal candidate is an organized, proactive, and detail-oriented Executive Assistant with a proven track record of supporting senior executives. They should be comfortable managing competing priorities, coordinating complex schedules, maintaining well-organized electronic records, and ensuring information is captured accurately and consistently.
Applicant Notices & Disclaimers
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is C$27.33/hr.
