Executive Assistant

PLEASE READ: This is a 18 month contract with potential for extension Successful candidate must be available ASAP This position is fully in office (Bay Street) Successful candidate must have prior experience supporting multiple C-Suite executives Your new company Hays Specialist Recruitment has partnered with a private equity company located in Toronto, ON. We are looking to hire a Executive Assistant to join their team on a contract basis of 18 months, which has the possibility of extension. Your new role • Support senior Executives: CFO, Managing Partners, Managing Directors, Senior Vice Presidents and Vice Presidents • Calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings that may be in different time zones • Organize complex travel arrangements as required, ensuring they align with budgetary constraints and company policies, partnering with Direct Travel, and update executives’ calendar with details and ensure they are organized • Create and modify PowerPoint presentations (i.e. Marketing Materials, Investor Relations documents) including formatting of charts, graphs and images • Interpret and anticipate the needs of the team and proactively bring together appropriate resources to be supportive in addressing upcoming travel, corporate events etc. • Facilitates meetings, virtual & onsite, sits in on meetings, prepares minutes, agendas, follow up, quarterly reporting. • Coordinate and book all company events - books the venues, catering, flights, accommodation and speakers. • Promptly respond to requests from internal and external individuals with accuracy and a courteous demeanor • Be the point of contact for any in-house meetings, always greet guests with professionalism and a friendly demeanor • Expense management through Concur – tracking and managing expenditures • Process invoices through Dynamics 365 • Facilitates any office moves, works with vendors, contractors • Occasional after-hours assistance – coordination of multiple time-zone meetings and travel logistics • Assisting with ad-hoc projects • Additional administrative tasks including: mail, copying and binding • Handle confidential information with the utmost discretion Requirements: • A minimum of three (3) years’ experience as an Executive Assistant – experience supporting multiple executives is a must • Completed post-secondary education • Highly proficient in MS Office (Word and Excel) • Experience processing expenses using Concur is an asset • Experience creating and updating PowerPoint presentations • Extremely organized, must be able to manage multiple priorities and work comfortably and efficiently in a fast-paced, corporate environment • Personable, high EQ and knows when to jump in and work as a team when needed • Exceptional professional decorum with the ability to interact and communicate with individuals at all levels, both internally and externally • Team player and collaborative, can work well with the other EAs to support the changing needs of the business • Overtime may be required. Must be available to respond to changes, scheduling conflicts, travel changes

Location: Toronto, CA

Posted Date: 4/25/2025