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Executive Personal Assistant to the CEO

Executive Personal Assistant to the CEO

Toronto, ON


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  This role is responsible for co-coordinating administrative services for the office of the Chief Executive Officer.  This role is extremely fast paced with many changing priorities at any given time.  The successful candidate will be the point person for all communications, and meetings coming through the CEO’s office.  You will also coordinate a myriad of complex travel arrangements that can change frequently.  This is a role for a career Executive Assistant who has worked for an extremely busy Executive with high levels of confidentiality and judgement.  Your confidence and polish will promote your success in this role. 

Job Description

  • Manage calendar and schedule/reschedule all meetings and appointments as required.
  • Book boardrooms, prepare agendas, meeting material and meeting notes for actionable items and follow up.
  • Prepare presentations as and when required.
  • Keep the CEO on point and on time with meeting preparation including preparation of reports and correspondence.
  • Highest levels of gate keeping with both internal and external parties while building successful relationships on behalf of the CEO.
  • Manage and supervise projects as assigned by Chief Executive Officer
  • Manage complex and frequent travel arrangements. Travel with the Executive when required to high level meetings and conferences.
  • Be available as a “go-to” and mentor for other Executive Assistants in the company.
  • Manage complex events in conjunction with other team members.
  • Interact with Executives and their Executive Assistants at partner companies for logistics and meeting management.
  • Co-ordinate and execute acquisition/disposition related requests
  • Prepare expense reports
  • Identifying conflicts of interest, or internal escalations regarding business matters to the CEO.
  • Manage personal appointments when required.
  • Co-ordinate various departmental processes and administrative policies

Job Requirements

  • Excellent Computer skills in Microsoft Office Applications
  • Experience organizing high level events both domestic and international
  • Excellent verbal / written communication skills
  • Highest levels of polish and professionalism with the ability to build successful relationships
  • Ability to juggle changing priorities such as calendar appointments and travel emergencies
  • Calm and confident demeanour with the ability to troubleshoot with patience and focus
  • Knowledge of booking International Travel and Travel Visas
  • Valid passport and ability to travel
  • 10 + years in an administrative professional role preferably in the C-Suite of a multinational company

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