C-Suite Executive Assistant – Mining Sector

Job summary

Support the CEO and senior executives with expense management, calendar and meeting coordination, travel arrangements, correspondence, and briefing materials. Oversee Toronto office operations and lead the planning and execution of a full office remodel, coordinating vendors, budgets, timelines, and stakeholders.

Job details

About the Role Our client is seeking a highly organized, resourceful, and self-motivated Executive Assistant to support our CEO and Senior Executive team from our Toronto Corporate Office. This is a high-visibility role suited to someone who thrives in a fast-paced environment, takes ownership of projects from start to finish, and enjoys wearing multiple hats — from managing executive expenses to leading office operations and driving a major workplace transformation project. Location: Toronto, ON Work Arrangement: Onsite Job Type: Permanent Salary: CAD 85-95K Key Responsibilities Executive Support & Expense Management Manage expense reporting, reconciliation, and submission for the CEO and other Senior Executives Ensure timely and accurate processing of expenses in accordance with corporate policy Liaise with Finance to resolve discrepancies and streamline expense workflows Maintain confidentiality and discretion when handling sensitive financial and business information Office Management Oversee day-to-day operations of the Toronto Corporate Office, ensuring a professional, efficient, and welcoming environment Manage vendor relationships, office supplies, facilities requests, and administrative budgets Act as the primary point of contact for office-related matters, coordinating with building management and external service providers Support onboarding logistics and general administrative needs across the Toronto team Office Remodel Leadership Lead the planning and execution of a full remodel of the Toronto office space Coordinate with architects, designers, contractors, and vendors to bring the project to life on time and on budget Manage timelines, budgets, and stakeholder communication throughout the renovation Balance day-to-day office operations with project milestones to minimize disruption to the team General Executive Assistance Provide calendar management, meeting coordination, and travel arrangements for Senior Executives as needed Prepare correspondence, presentations, and briefing materials Anticipate the needs of executives and proactively problem-solve to keep things running smoothly Desired Characteristics Entrepreneurial spirit — comfortable taking initiative, identifying gaps, and driving projects forward without needing constant direction Self-motivated — able to manage competing priorities independently and stay accountable to deadlines Strong organizational skills and meticulous attention to detail Excellent judgment and discretion when handling confidential information Strong communication and interpersonal skills, with the ability to work effectively across all levels of the organization Comfort operating in ambiguity and adapting to shifting priorities Project management mindset, particularly for the office remodel initiative Qualifications 3+ years of experience as an Executive Assistant, Office Manager, or in a similar role, ideally supporting C-suite executives Experience with expense management systems and corporate finance processes Prior experience coordinating office moves, renovations, or facilities projects considered a strong asset Proficiency in Microsoft Office and expense management platforms Post-secondary education in business administration or a related field is an asset, but not required

What you’ll do

Support the CEO and senior executives with expense management, calendar and meeting coordination, travel arrangements, correspondence, and briefing materials. Oversee Toronto office operations and lead the planning and execution of a full office remodel, coordinating vendors, budgets, timelines, and stakeholders.

Requirements

Requires at least three years of experience as an Executive Assistant, Office Manager, or in a similar role, ideally supporting C-suite executives, along with experience in expense management systems and corporate finance processes. Microsoft Office proficiency is required; experience with office moves, renovations, or facilities projects and post-secondary education in business administration or a related field are assets.

Listed skills

• Organization · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Expense Management
• Expense Reconciliation
• Office Management
• Project Management
• Renovation Coordination
• Vendor Management
• Budget Management
• Calendar Management
• Meeting Coordination
• Travel Arrangements
• Microsoft Office
• Communication
• Organization
• Confidentiality
• Stakeholder Coordination

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Construction