About Us:
The Administrative Alliance are a team of recruitment experts with over 60 years of combined experience. We are skilled at matching administrative professionals with their career goals. Please visit our website: https://www.masongroup.ca/administrativealliance/
Position Overview:
We are seeking a highly organized, proactive, and quick-thinking Executive Assistant for our client who is located in Woodbridge. This is a traditional Executive Assistant role for someone who thrives in a fast-paced, in-office environment and takes initiative without being asked.
The ideal candidate is resourceful, tech-savvy, and anticipates needs before they arise. You are someone who enjoys staying one step ahead, keeps operations running smoothly, and actively looks for ways to improve efficiency and contribute to the office.
Key Responsibilities
- Manage and prioritize the executive's calendar, appointments, and meetings.
- Monitor, organize, and respond to emails on behalf of the executive when appropriate.
- Maintain accurate contact databases and update records regularly.
- Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
- Prepare meeting agendas, presentations, reports, and correspondence.
- Screen phone calls and manage communications with professionalism and discretion.
- Track action items and follow up to ensure deadlines and commitments are met.
- Handle confidential information with the highest level of integrity.
- Organize files, documents, and digital records.
- Use technology and productivity tools efficiently to streamline workflows.
- Assist with office coordination and administrative projects as needed.
- Take initiative by identifying tasks that need attention, improving processes, and supporting the team without waiting for direction.
Qualifications
- Proven experience as an Executive Assistant supporting senior executives.
- Exceptional organizational and time management skills.
- Fast-witted, adaptable, and able to think on your feet.
- Outstanding verbal and written communication skills.
- Strong attention to detail with excellent follow-through.
- Highly proficient with Microsoft Office Suite, Google Workspace, and modern workplace technology.
- Comfortable learning new software and systems quickly.
- Ability to manage multiple priorities while remaining calm under pressure.
- Professional, discreet, and trustworthy.
- Self-starter with a proactive mindset who naturally looks for ways to add value.
Ideal Candidate
You are someone who:
- Anticipates needs instead of reacting to them.
- Takes ownership and follows through.
- Is naturally curious and always looking for ways to improve operations.
- Is comfortable juggling multiple priorities in a fast-moving environment.
- Enjoys working in the office and collaborating with leadership and colleagues.
- Is dependable, polished, and committed to excellence.
Pay: $85,000.00-$90,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
