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Executive and Personal Assistant for private client, North York.

Marberg Job Number: 2244.
Job Type: Full Time Permanent.
Compensation: From $75,000 per annum to $85,000 per annum, according to experience, plus benefits.
Additional Benefits: Free parking onsite.
Regular Work Hours: From 9 am to 5 pm including 1 hour lunch break, Monday to Friday (35 work hours per week).
Work Location: 100% onsite at client’s North York office.
Travel Requirements:  Will need access to own vehicle for local travel.
Onsite Dress Code: Corporate or Business Casual according to client business requirements.
Position Reports To: President, with dotted line responsibilities to the Controller.

Responsibilities Summary: 
Act as the primary administrative liaison for the company President, who is often travelling or working remotely, working closely with him to manage his business and personal calendars and appointments, to communicate on his behalf with business associates, staff, vendors, and other parties, to draft correspondence from verbal dictation or written notes, to set up Zoom calls, to provide supporting information for online or onsite meetings, and to generally support and facilitate the smooth daily operations of a well established and reputable business.

  • Coordinate and organize many spheres of activity for a senior executive, including diverse business and project initiatives, personal responsibilities, and volunteer commitments.  Exercise excellent judgement and diplomacy in a confidential environment.
  • Responsible for all daily administrative functions of a small corporate head office, including handling corporate reception and ensuring that the reception area and meeting rooms are tidy and business ready, receiving and welcoming visitors, receiving and forwarding incoming calls or taking messages, and processing mail and email correspondence and courier deliveries.
  • Manage President’s business and personal calendars and appointments, closely monitoring daily and weekly schedules, appointments, deliveries and meeting confirmations.  Relay incoming information and reach out to various business and personal contacts on the President’s behalf.
  • Coordinate with corporate travel agent to arrange local and international travel and itineraries.
  • Review and draft emails and other documents from verbal dictation or written notes, responding to both business and personal matters. Scan, copy, format, edit, proofread and distribute electronic and hard copy documents as needed.
  • Some financial administration, including tracking daily revenues and deposits as assigned, processing expense claims, and other ad hoc business and personal financial recordkeeping.  Make regular trips to the bank to process deposits.
  • Print, code and compile correspondence files and binders for easy review.
  • Maintain electronic and hard copy file management system.
  • Undertake research projects as required, and provide information summaries and recommendations.
  • Additional small office coordination, executive and personal administrative support services as required.

Qualifications:
Education: Post Secondary education in Business Administration, or equivalent combination of education and work experience.
Preferred Work Experience:  Approximately 7+ years of experience as an Executive or Personal Assistant, although a strong intermediate level candidate may also be considered.
Preferred Sector Experience:  Small corporate head office experience preferred, such as a real estate management office, family office, or comparable private enterprise environment.

Technical and Language Skills Requirements:  

  • Proficient with MSOffice including Word, Outlook and Excel (will be tested).
  • Proficient with Adobe Acrobat to create, edit and format PDF files (will be tested).
  • Strong typing and data entry skills (will be tested).
  • Proficient with online meeting arrangements (primarily Zoom video conferencing).
  • Proficient with electronic file management applications, e.g. Google Docs, Google Drive, etc.
  • Overall familiarity and proficiency with standard office equipment, including printers, scanners, telephone and video-conferencing, and remote access devices such as smartphones, tablets, etc.
  • Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:  

  • Must be highly trustworthy, punctual and reliable, with a demonstrated record of professional conduct and character.
  • Must be able to work equally well collaboratively and independently, and able to adapt to and interact easily with a range of working styles.
  • Must be equally comfortable in a paper-based or electronic environment, adjusting or pivoting as needed.
  • Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
  • Superior interpersonal skills. Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement.
  • Proficient de-escalation skills. Ability to surmount internal and external job pressures. Excellent listening skills, and the ability to provide and receive effective feedback.
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.

Additional Requirements: 

  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to work 100% onsite, abiding by organization health and safety policies.
  • Ability to use own vehicle for bank deposits and running local errands.
  • Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.
  • Satisfactory Technical Skills Evaluations, Employment References and Background Checks, including a Driver’s Abstract, Credit Check, and Police Check. Marberg covers the costs of all background checks.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Candidates are only contacted via official phone call or email from Marberg Staffing. Please disregard any initial contact through other mediums such as text message or social media.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Job ID: 2244

Location: Canada Ontario Toronto

Category: Administrative

Salary: Salary

Salary Rate: $75,000 to $85,000

Responsibilities

Act as the primary administrative liaison for the company President, who is often travelling or working remotely, working closely with him to manage his business and personal calendars and appointments, to communicate on his behalf with business associates, staff, vendors, and other parties, to draft correspondence from verbal dictation or written notes, to set up Zoom calls, to provide supporting information for online or onsite meetings, and to generally support and facilitate the smooth daily operations of a well established and reputable business.



Qualifications

Education: Post Secondary education in Business Administration, or equivalent combination of education and work experience.
Preferred Work Experience:  Approximately 7+ years of experience as an Executive or Personal Assistant, although a strong intermediate level candidate may also be considered.
Preferred Sector Experience:  Small corporate head office experience preferred, such as a real estate management office, family office, or comparable private enterprise environment.

Number Of Positions 1

Pay Rate 75000

Date Updated 04/15/2024

Status New

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