37 Executive Assistant jobs in Toronto

Job Description

Our Mission Fife House Foundation Inc. is Canada’s largest supportive residential programming and housing services provider for individuals and families living with HIV/AIDS. We believe that access to secure and affordable housing is a key determinant of the health and well-being of people living with HIV/AIDS, and we strive to bring about positive and lasting change through cooperation, collaboration, and partnership with other service agencies and meaningful engagement and involvement of diverse communities of people living with HIV/AIDS. Position Overview Fife House Foundation is seeking a highly organized, proactive, and confidential Executive Assistant to provide administrative support to the Executive Director, Board of Directors, and leadership team. This role is central to the smooth operation of the agency’s executive functions and includes high-level administrative support and coordination of the Board of Directors and the Board Sub-committees, the Executive Director, and organizational meetings, and agency-wide events.   Shift Rotation: 10:30 am to 6:30 p.m., Mondays to Thursdays 4 days a week (30hrs) – some flexibility is required Job Category: Part Time, Salaried (Contract until March 31st ,2026) Union Status: Non-Union Location: Head Office/In-Person     Key Responsibilities Leadership & Executive Support * · Provide comprehensive administrative support to the Board of Directors and Executive Director, ensuring all duties are completed accurately and efficiently. * · Manage and screen incoming telephone calls, emails, and correspondence on behalf of the Executive Director, responding or redirecting as appropriate. * · Proactively manage the Executive Director’s calendar, including scheduling internal and external meetings and events. * · Prepare high-quality correspondence, reports, manuals, presentations, and other documents as required. * · Coordinate logistics for organizational meetings and events, including preparing agendas and minutes, booking venues, arranging materials, and managing bookings for the Board Meetings/Subcommittee meetings, Executive Director, and All-staff meetings. * · Support and organize the Annual General Meeting and oversight of the Membership renewal and key agency-wide events. * · Handle sensitive information and maintain a high degree of confidentiality and discretion.   Finance & Expense Support * · Track and categorize all personal expenses of the Executive Director and Board-related spending, using designated expense management software or systems. * · Collect, organize, and digitize receipts for all the Executive Director and Board-related business expenditures. * · Maintain detailed records of the Executive Director’s credit card statements, bank transactions, and cash expenses. * · Flag unusual or significant expenses for executive review and approval. * · Track and administer membership renewal payments for the organization.   Board of Directors Support  · Coordinate and support all monthly Board and Committee meetings, including scheduling dates, drafting agendas and minutes, and compiling and distributing board materials. * · Manage logistics for board meetings, including booking meeting spaces and ordering meals. * · Maintain organized records, presentations, and reports for the Board of Directors. * · Assist with preparing reports and communications for the Board. * · Coordinate the reproduction of the AGM package.   Organizational & Administrative Support * Manage administrative systems, including emails, filing, databases, schedules, phone systems, and supplies. * Coordinate and support the Corporate Membership Drive by assisting with outreach efforts, tracking memberships, and preparing update reports. * Carry out additional duties as assigned to support the governance and operational needs of the organization. Skills & Qualifications * Minimum 2–3 years of experience in an Executive Assistant or senior administrative role, preferably in a non-profit or community services setting. * Experience working in or supporting leadership within non-profit or community-based organizations * Familiarity with board governance support, including minute-taking and preparing briefing materials * Demonstrated adaptability and initiative in supporting evolving executive and organizational needs * Exceptional organizational, time management, and problem-solving skills. * Strong written and verbal communication skills. * Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment. * High level of professionalism and discretion when handling confidential information. * Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with databases, Canva, Adobe Pro or DocuSign, and virtual meeting tools (e.g., Zoom, Teams). * Understanding of or commitment to the values and mission of Fife House and the communities it serves.   ASSET: * Post-secondary certificate in Office or Business Administration or equivalent * Cultural competency and sensitivity in working with diverse populations, including those affected by HIV, homelessness, and mental health and addiction * Awareness of social determinants of health and their impact on HIV-affected communities Bilingualism or multilingualism is considered an asset FIFE HOUSE is committed to upholding the values of equity, diversity, and inclusion in our living and work environments. We know that diversity underpins excellence and that we all share responsibility for creating an equitable, diverse, and inclusive community. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to: * Persons living with HIV/AIDS * First Nations, Métis and Inuit peoples, and all other Indigenous peoples; * Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin; * Persons with visible and/or invisible (physical and/or mental) disabilities; * Persons who identify as women; and * Persons of marginalized sexual orientations, gender identities, and gender expressions.   We recognize that many of these identities intersect and that therefore, equity, diversity and inclusion can be complex. We value the contributions that each person brings, and are committed to ensuring full and equal participation for all in our community. Fife House is an equal opportunity employer committed to being a diverse and inclusive workplace. We are committed to providing employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. Any assessment and selection materials or processes used during the recruitment process will be available in an accessible format to applicants with disabilities, upon request. If contacted for an interview, please advise the Recruiter if you require disability-related accommodation. Accommodations are available on request for candidates taking part in all aspects of selection process.  • Applications will be accepted until the role is filled. We thank all applicants, but only candidates selected for an interview will be contacted. For more information about Fife House, visit

Job Description

About Longevity Achieved

Longevity Achieved is a forward-thinking wealth management firm committed to helping clients achieve their long-term financial goals through strategic planning and a holistic approach. Having evolved from its brokerage origins, the firm is now on a path of accelerated growth, continuously expanding both its service offerings and client base.

We foster a culture of collaboration, innovation, and results-driven performance. As we scale, we are looking for an Executive Assistant who can bring structure, efficiency, and strategic thinking to support the Managing Partner in delivering world-class service to our clients.

Longevity values:   

• DYNAMISM: Fuelling action, speed, and continual excellence.

• UNITY: Harmonising wealth and well-being.

• HONOUR: Upholding trust, duty, and ethical conduct.

• BOLDNESS: Pioneering courage, innovation, and decisive action.

• EMPOWERMENT: Enabling choice, strength, and personal growth.

Role Overview

This is not a conventional administrative role. As the Executive Assistant, you will serve as the right hand to the Managing Partner, orchestrating a full spectrum of initiatives that go beyond calendar management. Through precise time & decision management, proactive project oversight, and impeccable communication skills, you will enable high-level decision-making and guard the Managing Partner’s most valuable resources: time, attention, and strategic bandwidth.

Key Responsibilities

1. Time & Decision Management

• Strategic Calendar Oversight: Proactively schedule and optimize the Managing Partner’s calendar, ensuring alignment with top priorities and minimizing disruptions.

• Decision Pre-Filtering: Assess incoming requests and tasks, triaging urgency to streamline the Managing Partner’s focus on critical, high-value activities.

• Efficiency Tracking: Develop and maintain metrics to gauge time allocation and make recommendations for improving executive productivity.

2. Inbox & Communication Management

• Email Correspondence: Organize and prioritize email flow, drafting responses that reflect our professional standards and brand voice.

• Client & Stakeholder Liaison: Serve as the first point of contact for key clients, internal teams, and external partners, ensuring clarity, responsiveness, and polished communication.

• Document Preparation & Editing: Create, refine, and proofread memos, presentations, and reports with meticulous attention to detail.

3. Meeting & Event Coordination

• Agenda Setting & Prep: Plan executive-level meetings, organizing pre-meeting materials to support informed decision-making.

• Follow-Up & Accountability: Own the post-meeting process by delegating tasks, tracking deadlines, and sending timely reminders to maintain progress.

• Event Logistics: Assist with the coordination of both internal and client-facing events, managing everything from venue bookings to final logistics.

4. Operational & Project Support

• Administrative Systems: Oversee records management and reporting processes, ensuring compliance with wealth management regulations.

• Project Ownership: Track and manage critical projects end-to-end, collaborating with cross-functional teams to meet deliverables.

• Process Optimization: Identify operational bottlenecks and introduce tools, templates, or workflows that streamline daily operations.

5. Travel & Logistics Management

• Comprehensive Coordination: Book travel arrangements, create detailed itineraries, and prepare contingency plans for any unanticipated changes.

• Expense & Documentation: Maintain clear travel documentation and expense reports, ensuring prompt reconciliation for budget accuracy.

Qualifications

• Experience: 2+ years in a high-level administrative or Executive Assistant role (finance, consulting, or fast-paced corporate environments preferred).

• Organizational Excellence: Demonstrated ability to manage complex schedules and competing priorities under tight deadlines.

• Technological Proficiency: Advanced skills in Microsoft Office Suite, plus familiarity with scheduling and collaboration platforms (e.g., Outlook, Teams, Google Workspace, or similar).

• Professional Discretion: Track record of handling confidential information with the utmost integrity and adherence to compliance standards.

• Communication & Emotional Intelligence: Strong written and verbal skills, coupled with a high EQ for navigating diverse personalities, managing conflict, and delivering impeccable client service.

• Adaptability & Autonomy: A self-starter who excels in a results-driven environment, comfortable working both independently and as part of a cross-functional team.

What We Offer

• Competitive Salary: A compensation range of $49K–$55K annually, negotiable based on experience and value-added contributions.

• Hybrid Work Model: A balance of in-office presence in Mississauga and remote flexibility.

• Growth & Development: Access to professional development resources, plus opportunities to expand industry knowledge in wealth management and financial services.

• Health Benefits: Comprehensive coverage to support your well-being.

Why Join Longevity Achieved?

• Strategic Impact: Play a pivotal role in a forward-looking wealth management firm that values innovation and client satisfaction.

• Collaborative Culture: Work alongside an engaged leadership team and dynamic colleagues committed to continuous improvement.

• Long-Term Vision: Become part of a growing organization where your input and proactive solutions can shape both the firm’s and your own professional future.

Longevity Achieved supports a workforce of diverse backgrounds and encompasses policies and initiatives designed to help all team members feel welcomed and well-equipped to succeed in their roles. We also appreciate every application we receive, but due to our overwhelming response, will only be able to contact those who are in consideration for the position.

Job Description

Work Environment:  Mississauga (Near Toronto Pearson Airport) | Hybrid Work: 4 Days In-Office + Remote Fridays Position Purpose:   Reporting directly to the President & CEO with a dotted line to the VP of Operations, this is your chance to support a mission-driven organization that champions climate-friendly, efficient heating and cooling systems across the country.  This role is central to the effective functioning of the organization by providing high-level administrative support to the leadership team, and ensuring efficient board and committee administration. The Executive Assistant will manage complex scheduling, prepare and coordinate board and leadership meetings, and ensure timely documentation and follow-up.  Duties & Responsibilities: Boards, Staff & Committee Meetings * Coordinate and schedule Board, staff and/or committee meetings, including venue bookings and virtual meeting arrangements * Lead the process for the preparation and distribution of agendas and materials in collaboration with key stakeholders * Record and manage meeting action items ensuring proper documentation and follow-up * Prepare PowerPoint presentations and information packages for board meetings * Attend all Board and major committee meetings for the purposes of recording minutes &/or capturing action items  Other Meetings & Events * Assist in the planning and execution of the HRAI annual business meeting (AGM). * Coordinate all notifications and document distribution related to the AGM. Plan and organize other ad hoc meetings as required * Plan and organize other ad hoc meetings as required   Office & Leadership Admin Support * Manage the Leadership quarterly reporting schedule * Review, update, and archive Terms of Reference for all HRAI related boards, committees, etc., as required. * Oversight and coordination of the content on the Director’s Resource sub-site and updates * Assist the President with the orientation process for new BOD members * Provide high-level calendar and administrative support for the President and Leadership team as required * Manage the HRAI voicemail and general email inbox, directing inquiries appropriately. * Assist the VP of Operations with office maintenance services provided by 3rd party vendors * Oversee the purchase and maintenance of office and kitchen supplies for staff * Assist HR with the orientation process for new team members Qualifications: Experience: * Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative role, ideally with experience supporting a board of directors * Previous experience using a database including updating, maintaining and reporting * Previous experience in supporting or planning events Core Competencies: * Professional communication and interpersonal skills to interact effectively with a broad range of internal and external stakeholders, to provide clear and concise information to participants and other parties involved in the delivery of the applicable programs     * High attention to detail for preparing documentation, tracking meeting deliverables, managing databases and determining and maintaining compliance to specific program policies and requirements * Strong time management skills and ability to prioritize multiple tasks. * Advanced proficiency with Microsoft Office skills, especially Word and PowerPoint (some Excel requirements as well) * Advanced verbal and written English language communication abilities * Knowledge of Zoom (e.g., scheduling, breakout rooms, hosting) and advanced Outlook features (e.g., calendar sharing, rules, scheduling assistant) is considered an asset. Education: * Holds a post-secondary diploma or degree in administration, or a related field  What We Offer: * Hybrid Model: Work 4 days in-office near Toronto Pearson Airport, with remote Fridays to recharge. * Vacation & Benefits: Start with 3 weeks of vacation, comprehensive benefits, summer hour schedule and Health Care Spending Account (HCSA) top-up. * Retirement Ready: Employer RRSP contributions after 1 year. * Impactful Work: Be part of a tight-knit, purpose-driven team working on big climate and energy issues that affect every Canadian.   How to Apply: HRAI is proud to be an equal opportunity employer. We are committed to fostering an inclusive and accessible environment for all candidates and employees. We welcome and encourage applications from individuals of all backgrounds, including those from historically marginalized communities. If you require accommodation during the recruitment process, please let us know when contacted for an interview. We will work with you to meet your needs. We thank all applicants for their interest; however, only those selected for an interview will be contacted. We look forward to reviewing your application!

Job Description

Salary:

Were Growing! Join Urbacon as our Executive Assistant

At Urbacon, were building more than spaces, were building possibilities. As our organization continues to evolve, were excited to welcome a dynamic and highly organized Executive Assistant to support our Chief Operating Officer (COO) and Chief Strategy Officer (CSO).

This is an incredible opportunity to step into a trusted, strategic partnership role at the heart of our executive team, where no two days are the same, and your impact will be felt across the entire organization.

Why This Role Matters

In this role, youll be the driving force behind smooth operations, proactive coordination, and meaningful collaboration. Youll manage complex calendars, support high-level projects, and ensure our executive leaders are focused on what matters most, leading Urbacon into its next phase of growth.

If you thrive in fast-paced environments, love connecting dots behind the scenes, and take pride in being the go-to person who keeps things running seamlessly, wed love to meet you.

What Youll Do

• Manage and optimize busy executive calendars, meetings, and travel logistics
• Coordinate key deliverables, initiatives, and leadership priorities
• Draft and manage communications, presentations, and meeting materials
• Anticipate needs, solve problems before they arise, and ensure nothing falls through the cracks
• Represent the Executive Office with professionalism, discretion, and agility

• Prepare briefing materials, agendas, and follow-ups for internal and external meetings
• Handle confidential information with utmost discretion and professionalism
• Draft, edit, and manage executive communications, including memos, and presentations
• Coordinate logistics for meetings, client, partner calls, and leadership offsites

Operational Coordination

• Liaise with internal departments to ensure alignment on executive priorities and initiatives
• Track key deliverables and deadlines, ensuring timely execution and follow-up
• Support project management efforts by maintaining timelines, documentation, and stakeholder communications
• Assist with budget tracking, expense reporting, and vendor coordination as needed

Strategic Partnership

• Act as a gatekeeper and liaison, balancing access and priorities for the COO and CSO
• Anticipate needs and proactively solve problems before they escalate
• Represent the Executive Office with professionalism and tact in all interactions
• Contribute to special projects and initiatives that drive organizational growth and efficiency

What You Bring

• 5+ years experience supporting senior executives in fast-paced or high-growth environments
• Master organizer stellar organizational skills
• A natural ability to prioritize, organize, and communicate clearly
• Grace under pressure and a genuine passion for making things happen
• Strong emotional intelligence and professionalism in every interaction
• Proficiency with Microsoft Office, Google Workspace, and project management tools

Why Urbacon?

Joining Urbacon means joining a forward-thinking organization that values collaboration, innovation, and growth. Were proud to offer:

• Competitive compensation and comprehensive benefits
• The chance to work closely with visionary leaders shaping the future of Urbacon
• A mission-driven, dynamic culture where ideas are encouraged and excellence is celebrated
• Ongoing opportunities for professional development and personal growth

If youre ready to elevate your career and play a key role in our continued success, wed love to hear from you.

What we Offer

• Competitive compensation and benefits
• Opportunity to work closely with visionary leadership
• A dynamic, mission-driven culture that values innovation and collaboration
• Professional development and growth opportunities

Job Description

America's Got Soccer is seeking a highly motivated and organized Executive Assistant to provide comprehensive support in managing both professional and personal tasks. This role requires exceptional time management skills, attention to detail, and the ability to maintain confidentiality. The ideal candidate will be a meticulously organized individual with an exceptionally strong drive, and they will play a critical role in enhancing the productivity of the CEO in a fast-paced and international organization.

Requirements

• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Drive to deliver in a fast-paced international organization that operations across multiple time-zones.
• Prepare reports, presentations, and correspondence as needed.
• Act as the point of contact for internal and external stakeholders, managing communication effectively.
• Handle personal errands and tasks for the CEO, ensuring confidentiality and professionalism.
• Assist in organizing events and meetings, including logistics and materials preparation.
• Conduct research on various topics as requested to support decision-making.
• Maintain organized and efficient filing systems and document management.

Qualifications:

• Proven experience as a personal assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to maintain discretion and confidentiality.
• Flexibility to adapt to changing priorities and work under pressure.

Benefits

Compensation: competitive salary based on experience

Job Description

Our client in the retail industry is seeking a motivated and organized Executive Assistant to support their executive team in a fast-paced environment. This role requires excellent communication skills, attention to detail, and the ability to manage multiple tasks effectively.

Hourly rate: $28/hour.

Contract: 6 months to start.

Location: Fully on site in Downtown Toronto

Key Responsibilities:

• Provide high-level administrative support to executives.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Maintain confidential files and records.
• Assist in project management and follow up on action items.
• Serve as a liaison between executives and internal/external stakeholders.
• Organize and prioritize tasks to ensure efficiency.

Qualifications:

• Bachelor’s degree or equivalent experience preferred.
• 5+ years of experience as an Executive Assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Discretion and confidentiality in handling sensitive information.

Apply Today!

Altis Recruitment represents the nation’s top talent for contract, temporary and permanent work within the areas of: Finance and accounting, construction and property management, administration, IT and senior-specialized roles. Each year, we partner with over 3,500 client employers and create over 8,500 placements for candidates within the private sector, all levels of government, crown corporations as well as non-profit organizations.

Altis Recruitment represents the nation’s top talent for contract, temporary and permanent work within the areas of: Finance and accounting, construction and property management, administration, IT and senior-specialized roles. Each year, we partner with over 3,500 client employers and create over 8,500 placements for candidates within the private sector, all levels of government, crown corporations as well as non-profit organizations.

Job Description

The Opportunity

Are you an organized and proactive individual looking to grow your career? Longevity Achieved is seeking a dedicated Executive Assistant to support our Financial Advisors. We promote professional development and reward our team members based on performance and merit. Join a culture of excellence and help us continue our year-over-year growth.

Responsibilities

• Manage calendars, schedule appointments, and organize meetings.

• Assist in building and maintaining client relationships, providing excellent customer service.

• Prepare, review, and file client documents, ensuring accuracy and compliance.

• Handle phone calls, emails, and correspondence efficiently.

• Conduct research on financial products, market trends, and industry regulations.

• Assist in planning and organizing client events and seminars.

• Maintain accurate records of client interactions and transactions.

• Prioritize and manage multiple tasks to support the financial advisor's workflow.

Experience/Qualifications

• Exceptional ability to manage time, prioritize tasks, and meet deadlines.

• Strong verbal and written communication skills.

• High level of accuracy in preparing and entering information.

• Proficiency with MS Office Suite, CRM systems, and other relevant software.

• Excellent at building and maintaining professional relationships.

• Basic understanding of financial services is preferred but not required.

What's in it for you? (Commissions & benefits)

• Enjoy the flexibility of a hybrid work environment, working both remotely and at our beautiful office location in Mississauga, ON, Canada.

• Performance-based pay with opportunities for growth.

• Access to training programs, mentorship, and continuous learning opportunities.

• Work in a dynamic, supportive team that values your contributions.

Longevity values:   

• DYNAMISM: Fuelling action, speed, and continual excellence.

• UNITY: Harmonising wealth and well-being.

• HONOUR: Upholding trust, duty, and ethical conduct.

• BOLDNESS: Pioneering courage, innovation, and decisive action.

• EMPOWERMENT: Enabling choice, strength, and personal growth.

Qualifications:   

• General understanding of financial services   

• Excellent interpersonal skills   

• LLQP, MFDA or securities license are welcomed but not required
   

To ensure your application is considered, kindly answer our screener questions. They're integral to our selection process, helping us better understand your qualifications and fit for the role.  

Longevity Achieved supports a workforce of diverse backgrounds and encompasses policies and initiatives designed to help all team members feel welcomed and well-equipped to succeed in their roles. We also appreciate every application we receive, but due to our overwhelming response, will only be able to contact those who are in consideration for the position.

Job Description

Personal Assistant

Job description

Our client is a leading law firm serving the GTA across multiple practice areas. They are seeking a highly motivated self-starter with exceptional communication and organizational skills to work as an Executive Assistant to the Founder & Principal of the firm located in Mississauga.

Your new role

In this newly created role, you will be responsible for managing and organizing all aspects of the Founders affairs (business and Personal). You will Lead calendar management, planning and scheduling: act as a gatekeeper to prioritize meetings and manage scheduling conflicts. You will be responsible for email management and organization: screening, flagging, and responding when appropriate on behalf of the Founder. Coordinate all travel arrangements, including hotel reservations, car service and restaurant reservations. In this role you will also serve as the primary point of contact for internal and external inquiries on all matters pertaining to the Head of School Founder. You will also serve as a seamless extension of the Founder while exercising confidentiality, tact, composure, and discretion.

What you will need to succeed

To be considered for this position, you must have minimum of 2 years relevant experience. You will bring with you a strong work ethic, strong attention to detail, sound judgement, ability to work in a fast-paced environment and high degree of confidentiality. Proficiency in MS Outlook, Word, Power Point, and Excel is required. Successful candidate should also posses a valid G drivers license.

What you will get in return

This is an exciting opportunity to be part of a business that invests heavily in the growth and wellbeing of their employees. You will be part of a team that puts diversity and inclusion at its core. You will be welcomed into a very dynamic close-knit environment. The firm offers a very competitive compensation and benefits package.

What you need to do now

If you are interested in this role, click 'apply now', or call us now at for a confidential discussion.