Kelly, a leader in providing workforce solutions is looking for an Executive Assistant for one of our clients in Toronto, ON. The Executive Assistant position is a full-time role responsible for providing comprehensive administrative and management support to the Associate Executive Director and Chief of Staff. Reporting directly to the AED/COS, the Executive Assistant plays a pivotal role in ensuring effective time and daily management, scheduling meetings, managing correspondence, approvals, travel bookings, financial reconciliation, and note-taking, among other responsibilities. This position requires meticulous attention to detail and the ability to handle multiple tasks simultaneously.
Please note: this is a 6 month opportunity to start with the possibility of an extension or the ability to become permanent.
What would a typical day look like for you?:
Key duties and responsibilities include managing and organizing the AED/COS’s calendar, coordinating schedules with various internal and external stakeholders, scheduling review times for deliverables, and coordinating briefings as needed. The Executive Assistant attends CEO calendar review meetings to ensure the AED/CoS’s attendance is reflected where necessary. They also work closely with administrative staff across the organization to identify approval requirements for the AED/CoS and schedule briefings accordingly.

The Executive Assistant is responsible for drafting, reviewing, and tagging meeting agendas to calendar invites. They create and distribute agendas for both internal and external meetings, ensuring all participants are well-informed. During meetings, the Executive Assistant takes detailed minutes, focusing on actionable items, and circulates them to attendees after review with the AED/COS.

Approval tracking, review, and filing are essential tasks performed by the Executive Assistant. They coordinate and track review folders for the AED/CoS, ensuring deliverables and timelines are met. The Executive Assistant also assists in creating and maintaining an efficient filing system for documents, approvals, and other information using SharePoint/OneDrive. They distribute approved items to relevant departments, follow up on deliverables and timelines, and work closely with the Corporate Secretary for AED-related Board deliverables and approvals. Additionally, they draft or assist in drafting business notes in collaboration with directors for AED/CoS approval. Specific reporting requirements for each executive are adhered to as outlined during onboarding.

Travel coordination is another critical aspect of the Executive Assistant’s role. They schedule and book travel arrangements for the AED/CoS, manage expense reimbursements and credit card reconciliation, and occasionally travel with the AED if required. The Executive Assistant also communicates in a timely, professional, and respectful manner, ensuring prompt responses and flagging emails that have not been addressed for the AED/CoS’s attention.

Qualifications:
The ideal candidate for this position would preferably have post-secondary education, although a combination of training and administrative and executive experience may suffice. They should have intermediate to advanced knowledge of Microsoft Office, especially Outlook, SharePoint, and Office 365. Familiarity with the organization’s strategy, vision, mission, and goals would be an asset. A minimum of 5-7 years of experience in administrative roles, including working with executive leaders in a multi-Executive reporting capacity, is required. Proficiency in Salesforce and Box platforms, as well as office/facilities management, would be advantageous. The Executive Assistant must possess clear and concise written and verbal communication skills and be able to coordinate and communicate effectively with senior/executive-level stakeholders. They should be resourceful, proactive, and able to work under pressure, meet deadlines, and adjust to changing organizational needs. Trustworthiness, discretion, strong interpersonal skills, and a commitment to valuing diversity are essential qualities for success in this role.

What’s in it for you?:

• An attractive salary 75K80K (37.87/hr-40.40/hr while contracted)
  

• The opportunity to make an impact while working for an organization that aids in cultural representation and antiracism
  

• Learning opportunities
  

• Advancing into a permanent role

Why Kelly®?
As a worker today, it’s up to you to take charge of your career and look for opportunities to learn, grow and achieve your potential. Helping you find what’s next is what we’re all about. We know what’s going on in the evolving world of work—just ask the nearly 500,000 people we employ each year. Connecting with us means getting the support, guidance and opportunities needed to take your career where you may have never imagined.

About Kelly®
At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re a leading advocate for temporary/non-traditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live. Connecting great people with great companies is what we do best and our employment opportunities span a wide variety of workstyles, skill levels and industries around the world.
Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.
 

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