Our downtown client requires an EA to join their team. This is a full-time, in-office position. This role is responsible for ensuring the seamless operation of the corporate headquarters through effective facilities management, office administration, and high-level executive support to the leadership team. Acting as a trusted partner to senior executives, this position enables operational excellence, workplace efficiency, and leadership effectiveness across the main office hub.

Core Responsibilities Provide high-level administrative support to the central Senior Leadership Team, anticipating executive needs and proactively resolving issues in a fast-paced environment. Manage complex executive calendars, including strategic meeting coordination, prioritization of business-critical activities, room bookings, and catering logistics. Prepare and coordinate materials for executive meetings, leadership sessions, and board-related activities, including agendas, presentations, and briefing materials. Assist with the preparation, coordination, and distribution of materials for board meetings. Provide comprehensive travel support, including flights, accommodations, transportation, and detailed itineraries. Support executives with correspondence, documentation, expense tracking, and special projects aligned with corporate priorities. Serve as a central point of contact for the executive suite, ensuring effective communication, smooth workflow management, and operational alignment. Represent the executive office professionally when interacting with internal stakeholders, external partners, vendors, and visitors. Handle highly confidential and sensitive business information with strict discretion, professionalism, and sound judgment. Support all office administration and workplace services for the corporate headquarters, including front desk operations to ensure a professional, welcoming experience. Support the coordination of facilities vendors and service providers (including HVAC, cleaning, security, electrical, and plumbing), serving as the primary liaison with property management for preventative maintenance and ongoing improvements. Ensure the office is fully equipped with appropriate supplies, furniture, equipment, and technology to support executives and staff. Establish and maintain office standards, procedures, and best practices that support a high-performing executive environment. Coordinate and assist with office moves, renovations, space planning, and workstation configurations in partnership with the Director of Ops. Provide operational data, reporting, and recommendations to leadership as needed, while managing mail distribution and courier services.

Role requirements: Bachelor’s degree required; a degree in Business Administration or a related field is preferred. 5 to 8 years of progressive experience supporting senior executives. Advanced proficiency across Microsoft Office (Word, Excel, PowerPoint, Outlook). Strong organizational skills with the ability to manage multiple priorities and deadlines. Exceptional written and verbal communication skills with a high level of professional polish and judgment. Proactive, detail-oriented, and highly organized. Ability to work independently with minimal direction while collaborating effectively with diverse stakeholders under pressure. Calm, approachable demeanor with the ability to perform under pressure.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.