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About the role
JOB TITLE- Executive Assistant Job Type: Contract Contract Duration: 3 Months, potential for perm Pay Rate/Salary: $40-$45/hr Location: Hybrid- Monday, Wednesday Thursday Your New Role As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.
Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.
What You Need to Do Executive Assistant • Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships • Track all critical dates for business and personal events • File management and organization in Teams, SharePoint, and Outlook • Plan and manage weekly team meetings including advance preparation of agendas • Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings • Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission • Facilitate ad-hoc projects as needed
Office Administration • Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible) • Coordinate incoming and outgoing parcel deliveries • Coordinate office activities and events • Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives • Provide front desk coverage • Inventory management and assist with ordering of office supplies and kitchen needs • Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed • Management of employee parking program • Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities • Set up or clean-up of workstations/offices for new or departing employees • Provide office tours to new hires Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc. • Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture • Support with coordinating employee training and development initiatives • Errands as required • Facilitate ad-hoc projects as assigned Travel Administration • Assist with tracking of travel bookings for Toronto team members • Track and update travel logistics as needed on Outlook
What You'll Need to Succeed: 5+ years’ experience in an office management or administrative role • Strong interpersonal skills and the ability to contribute effectively within a team environment • Ability to work efficiently and without constant supervision • Ability to multi-task and meet multiple objectives in short time periods • Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint. • Exceptional time management and organizational skills • Attention to detail • Excellent communication skills (oral and written) • Ability to identify, assess and solve problems/issues independently and proactively • Strong sense of integrity, professionalism and loyalty • Sense of humor • Proactive, positive, and outgoing • Flexible and comfortable with ambiguity • Confidentiality and discretion on sensitive information • Experience working in a very fast-paced environment
What You'll Get in Return: You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.
What You Need to Do Now: If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
This posting is for an existing vacancy with the organization. AI may be used to screen, assess or select applicants for the position.
About Hays
We are leaders in specialist recruitment and workforce solutions, offering advisory services such as learning and skill development, career transitions and employer brand positioning.
As the Leadership Partner to our customers, we invest in lifelong partnerships that empower people and businesses to succeed. We help you achieve your career goals and deliver your business needs by combining meaningful innovation with our global scale and insights.
Last year we helped over 280,000 people find their next career. Join the millions of people around the world that our specialist recruitment consultants provide with up-to-date information on career options, interesting insights and specific industry trends.
We help our customers define and implement strategies to create inclusive and equitable workplaces. Through harnessing and analysing data, we support business decision making and advise on how to access Talent Networks. We also assist in identifying attractive employer propositions by truly understanding a company’s identity, and support clients with all aspects of their Early Careers proposition, from strategic planning through to operational execution.
Hays is the market leader in the UK and Asia Pacific and one of the market leaders in Continental Europe and Latin America. The c.12,800 people we employ around the world partner with clients and candidates to power the world of work. Every day our expert consultants help thousands of candidates find their next role, and they also help clients reshape workforces and deal with talent shortages. In the year to 30 June 2021, we placed 77,000 people in permanent jobs and 244,000 people into temporary roles. For more information about our global network, strategy and Group financial results, visit www.haysplc.com
Similar Jobs
Top Benefits
About the role
JOB TITLE- Executive Assistant Job Type: Contract Contract Duration: 3 Months, potential for perm Pay Rate/Salary: $40-$45/hr Location: Hybrid- Monday, Wednesday Thursday Your New Role As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.
Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.
What You Need to Do Executive Assistant • Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships • Track all critical dates for business and personal events • File management and organization in Teams, SharePoint, and Outlook • Plan and manage weekly team meetings including advance preparation of agendas • Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings • Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission • Facilitate ad-hoc projects as needed
Office Administration • Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible) • Coordinate incoming and outgoing parcel deliveries • Coordinate office activities and events • Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives • Provide front desk coverage • Inventory management and assist with ordering of office supplies and kitchen needs • Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed • Management of employee parking program • Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities • Set up or clean-up of workstations/offices for new or departing employees • Provide office tours to new hires Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc. • Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture • Support with coordinating employee training and development initiatives • Errands as required • Facilitate ad-hoc projects as assigned Travel Administration • Assist with tracking of travel bookings for Toronto team members • Track and update travel logistics as needed on Outlook
What You'll Need to Succeed: 5+ years’ experience in an office management or administrative role • Strong interpersonal skills and the ability to contribute effectively within a team environment • Ability to work efficiently and without constant supervision • Ability to multi-task and meet multiple objectives in short time periods • Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint. • Exceptional time management and organizational skills • Attention to detail • Excellent communication skills (oral and written) • Ability to identify, assess and solve problems/issues independently and proactively • Strong sense of integrity, professionalism and loyalty • Sense of humor • Proactive, positive, and outgoing • Flexible and comfortable with ambiguity • Confidentiality and discretion on sensitive information • Experience working in a very fast-paced environment
What You'll Get in Return: You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.
What You Need to Do Now: If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
This posting is for an existing vacancy with the organization. AI may be used to screen, assess or select applicants for the position.
About Hays
We are leaders in specialist recruitment and workforce solutions, offering advisory services such as learning and skill development, career transitions and employer brand positioning.
As the Leadership Partner to our customers, we invest in lifelong partnerships that empower people and businesses to succeed. We help you achieve your career goals and deliver your business needs by combining meaningful innovation with our global scale and insights.
Last year we helped over 280,000 people find their next career. Join the millions of people around the world that our specialist recruitment consultants provide with up-to-date information on career options, interesting insights and specific industry trends.
We help our customers define and implement strategies to create inclusive and equitable workplaces. Through harnessing and analysing data, we support business decision making and advise on how to access Talent Networks. We also assist in identifying attractive employer propositions by truly understanding a company’s identity, and support clients with all aspects of their Early Careers proposition, from strategic planning through to operational execution.
Hays is the market leader in the UK and Asia Pacific and one of the market leaders in Continental Europe and Latin America. The c.12,800 people we employ around the world partner with clients and candidates to power the world of work. Every day our expert consultants help thousands of candidates find their next role, and they also help clients reshape workforces and deal with talent shortages. In the year to 30 June 2021, we placed 77,000 people in permanent jobs and 244,000 people into temporary roles. For more information about our global network, strategy and Group financial results, visit www.haysplc.com