151 Executive Assistant jobs in Canada

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Work must be completed at the physical location. There is no option to work remotely.

Job Description

Do you want to be part of a team that makes a difference by building amazing rental communities across Canada? A high performing team that focuses on learning and development and giving back to local communities? Consider joining our dynamic team at Traine Construction & Development and Mainline Living Property Management!

We are currently seeking a highly skilled and proactive Executive Assistant to join our exciting organization! As a key member of our team, you will report directly to the Chief Operating Officer. This position provides high-level executive and administrative support to the President, Executive Leadership Team (ELT), and Senior Leadership Team (SLT) at Traine and Mainline Living. This role plays a critical part in ensuring the seamless functioning of the President’s office, the Board, and the Traine Charitable Foundation by delivering proactive, exceptionally organized, and detail-oriented support.

The Executive Assistant is highly organized, adaptable, and a natural problem solver with exceptional communication and time-management skills. They bring a high degree of professionalism, discretion, and emotional intelligence to the role, with the ability to manage complex schedules, protect confidential information, and build strong internal and external relationships. A calm presence, sound judgment, and a proactive mindset are essential for success in this trusted and fast-paced position.

Key Responsibilities

• Anticipate the needs of the President to enable the fulfillment of strategic and operational responsibilities; and anticipate the needs of the COO to support the execution of operational priorities and leadership responsibilities.
• Use sound judgment to follow up on tasks and action items, ensuring completion and surfacing critical information as needed.
• Manage and coordinate the President's and COO's calendars, including scheduling meetings, conferences, teleconferences, travel arrangements, site visits, team check-ins, and travel logistics.
• Monitor and manage the President’s and COO's Outlook email inboxes, ensuring timely responses and prioritization of key messages.
• Coordinate personal and family travel for the President, including flights, accommodations, and car rentals.
• Draft, format, edit, and manage correspondence, reports, and presentation materials on behalf of the President and COO as needed.
• Provide support for internal communication efforts led by the COO, including compiling updates and preparing materials for team meetings.
• Maintain organized digital and physical filing systems for easy retrieval of key business documents and historical records.
• Schedule, coordinate, and organize all ELT and SLT meetings and events.
• Coordinate logistics for internal and external events, including partner/investor meetings, and charitable foundation presentations.
• Prepare agendas, take meeting minutes, and track deliverables for ELT, SLT, Board, and Traine Charitable Foundation meetings.
• Occasionally attend meetings on behalf of the President, representing their interests professionally and diplomatically.
• Coordinate key deliverables and objectives between ELT and SLT.
• Act as a liaison for the President to foster internal and external relationships with team members, stakeholders, and visitors.

Qualifications and Experience

• Minimum 5 years of experience providing high-level executive support, ideally in a fast-paced, dynamic, and growth-oriented organization.
• Post-secondary education in Business Administration, Legal Administration, or a related field. A combination of relevant education and experience will be considered.
• Exceptional ability to exercise discretion, confidentiality, tact, and sound judgment when handling sensitive information.
• Highly proficient with modern productivity tools, including the full Microsoft Office Suite (Excel, Outlook, PowerPoint, Word), Microsoft Teams, SharePoint, and Adobe Pro.
• Experience with AI productivity tools, collaboration platforms, and digital scheduling systems; familiarity with MS Project and data dashboard tools (e.g., Power BI, Tableau) is considered a strong asset.
• Demonstrated strength in project coordination, managing deadlines and deliverables from initiation through to completion with strong attention to detail.
• Solid business acumen, with the ability to anticipate executive needs, prioritize competing demands, and support operational and strategic objectives.
• Knowledge of contract and document administration, with a working understanding of corporate procedures and governance practices.
• Strong interpersonal skills and a collaborative, team-oriented mindset; known for a positive attitude and professional demeanor.

In return for your hard work and dedication, you will be rewarded with a very competitive salary (based on experience) and a full range of benefits, including:

• Robust performance bonus program
• Investment opportunities in real estate projects
• Shared win bonuses during each project
• Ranked top 10% Health and Dental plan in Canada
• Ranked top 5% Health and Dental plan in the construction industry
• Professional Development and ongoing training
• Opportunities to be involved in life changing charitable projects
• Long-term employment

Traine Construction and Development has been in business for 25 years. We are based in Kelowna, BC and work throughout Canada to build multi-family residential construction projects for our property management division, Mainline Living, to operate. We create communities that residents are proud to live in and we are proud to operate. From Ontario to British Columbia, Traine prides itself on building excellent multi-family communities and great careers! By joining our team, you'll find yourself working amongst a group of friendly, team-oriented individuals who strive to deliver exceptional results.

Work somewhere awesome – apply now!

Salary Range: $70,000 - $90,000

Job Description

Salary:

Are you looking to join one ofCanada's Greatest Places to Workand be a part of making it even better?

Mister Safety Shoes mission is making workdays better. We are a proudly Canadian retail company specializing in safety footwear and clothing. Founded in 1972, we are continuously growing our presence across Canada through our retail store locations and shoemobiles. The values of caring, respect, and exceptional service start with our team. Its a philosophy we live throughout the company, making workdays better for each other and our customers.

Purpose:

We are currently hiring 1 Executive Assistant who will play a crucial role in providing comprehensive administrative support to the Managing Director and to Senior Management Team, including calendar management, meeting coordination, travel arrangements and assisting in the planning, scheduling and executing the project management process.

Position Title: Executive Assistant

Department:
Management

Reports To:
Managing Director

Areas of Accountability

1. Team Coordination and Support
2. Project Management

3. Budget Management

Key Responsibilities:

1. Team Coordination and Support

• Function as
  a primary point of contact between the Managing Director, staff, customers, and external stakeholders. Manage all communications with professionalism and condentiality.
• Manage complex calendars, arrange travel, prepare itineraries, and manage logistics for domestic and international trips.
• Organize high-level meetings, including scheduling, preparing agendas, taking minutes, and following up on action items.
• Manage head office facilities by coordinating outside contractors for office maintenance and security. Manage office supplies and oversee general office upkeep.
• Plan and coordinate company events, board meetings, and other corporate activities.
• Draft, proofread, and manage correspondence, reports, presentations, and other key documents for the executive team.

2. Project Management

• Assist with the management and tracking of important projects, ensuring deadlines are met and milestones are achieved.
• Collaborate with various stakeholders to develop project plans, timelines, and milestones.
  
• Assist in identifying project milestones, timelines and budgets to ensure alignment with goals.
  
• Ensure timely communication of project updates and feedback as required.
  
• Communicating project status and updating relevant stakeholders.
  
  
• Oversee inquiries and follow-up on behalf of the Managing Director or project team.
  

3. Budget Management

• Submit expenses on behalf of the Managing Director
• Monitor department budgets and report variances to the Managing Director
• Assist in the development of project budgets and cost estimates.

Knowledge
and Skills

• Post-secondary education and 5 years of experience as an Executive Assistant, preferably supporting c-suite executives.
  
• Proven experience as a project coordinator
  working with cross-functional teams
  is an asset.
  
• Experience using MS Office and project management software, preferably MS Project.
  
• Demonstrates strong verbal and written communication skills to effectively coordinate with customers and internal teams, ensuring clear and concise information exchange.
  
• Demonstrates analytical proficiency to generate, interpret, and act upon relevant reports and data.
  

Abilities

• Ability to build and maintain strong relationships through effective communication, collaboration, interpersonal skills, and consistent support.
  
• Ability to resolve conflict and handle challenging situations with a calm and professional demeanor.
  
• Ability to organize and manage multiple tasks, prioritize effectively, and ensure smooth execution of customer interactions and requests.
  
• Manage sensitive information with the utmost discretion, safeguarding company and executive condentiality.
  
  

Working Conditions

• Works in-office 3 days per week and 2 days remotely from home.
  
• Work requires vigilance, concentration, and attention to detail for moderate periods of time.
  
• Sits for extended periods when in the office with the opportunity to get up and move around as desired.
  
• Must be able to collaborate with others calmly and effectively in minimally intense or emotionally charged interactions.
  
• May involve regularly conflicting priorities.
  

Conditions of Employment

Permanent, Full-time, 40+ hours per week

Legally entitled to work in Canada under relevant provincial or territorial legislation and regulations.

This job description overview outlines general job responsibilities, which are subject to change based on evolving business needs.

Mister Safety Shoes has been named a Great Place to Work for 4 years in a row. We are proud to be a 2024 Best Workplaces in Canada, a 2024 Best Workplaces in Retail & Hospitality and ranked #86 in Best Workplaces in Canada for companies with under 1000 people.

As part of our commitment to efficiency, fairness, and continuous improvement, we utilize AI tools during our selection and assessment process. These tools may assist with resume screening, skills assessments, and evaluating application responses. All AI-assisted evaluations are reviewed by our human hiring team to ensure a fair and thoughtful decision-making process.

We are an equal opportunity employer and positively encourage applications from suitably qualified and eligible candidates. If required, please include accommodation requirements with your submission.

Job Description

Executive Assistant

Our client is a prominent Architecture firm, based in Canada, with a strong focus on quality design, employee satisfaction and excellent client relationships.

We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team. This role focuses on project coordination and removing administrative hurdles to enable high-value work. The ideal candidate will excel in managing calendars, coordinating meetings, handling travel arrangements, and providing comprehensive support for large-scale architectural projects.

Key Responsibilities:

Project Coordination: Support coordination for large-scale architectural projects, ensuring smooth execution and timely progress.
Administrative Support: Perform various administrative tasks to remove hurdles and enable senior leadership to focus on high-value activities.
Calendar Management: Maintain executive calendars, schedule meetings, and organize staff reviews and initiatives (QMP, etc.).
Meeting Coordination: Prepare for meetings, track notes and action items, and ensure timely follow-up.
Travel and Accommodation: Book ferry and air travel, arrange accommodations, and confirm team availability.
Email Management: Sort and prioritize emails, and follow up with internal and external teams.
Timesheets and Expense Reports: Submit timesheets, expense reports, and architectural hours (OAA, AIBC).
Presentation and Documentation: Prepare PowerPoint presentations and provide project support, including hours submission and review.

Qualifications:

Proven experience as an Executive Assistant or in project coordination.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Discretion in handling sensitive information.
Experience in the architecture or construction industry is a plus.

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

LMI Technologies, recognized as one of Canada’s Best Workplaces, is a medium-sized technology company built on a culture of openness, respect and professional excellence. At LMI our staff work passionately toward the common goal of designing and delivering innovative 3D machine vision solutions to OEMs and System Integrators working in industrial factory automation around the world. The result of this teamwork is high-performance, easy-to-implement and cost-effective 3D sensor technologies that deliver the best results in even the most challenging 3D inline inspection applications.

• Be the first reviewer of contracts, ensuring baseline content aligns with LMI’s corporate structure and governance requirements, and provides a thorough summary of remaining contract content for secondary review by leadership.
• Maintain accurate records of corporate entities, officers, and directors. 
• Apply LMI’s corporate structure to ensure contracts accurately reflect the appropriate legal entity, its functions, and jurisdictions. 
• Coordinate the proper signing of all contracts by authorized individuals.
• Monitor patents and trademarks, tracking renewal deadlines and coordinating filings to ensure compliance and protection of LMI's intellectual property.
• Coordinate annual corporate filings and ensure compliance with all jurisdictional requirements, including international expansions.
• Track contract deadlines, renewals, and compliance requirements.
• Maintain a comprehensive contract database and digital filing system for easy retrieval and reference.

• Provide high-level administrative support to executive leadership, including calendar management, meeting coordination, travel support, expense reporting, etc.
• Prepare and edit correspondence, presentations, and reports with exceptional attention to detail.
• Proactively track and manage executive deadlines to ensure timely completion of deliverables.
• Research and provide summarized findings on a range of topics that might impact LMI’s business, demonstrating an ability to think strategically.
• Handle confidential and sensitive information with the highest level of discretion.

• Bachelor's degree in Legal Studies, Business Administration, or a related field.
• 3-5 years of experience in a similar high-level administrative or legal support role.
• Experience with a Board of Directors or C-suite executives is highly valued.
• Experience in improving or optimizing a contract and document management system.
• Proven ability to maintain the highest level of confidentiality and discretion when handling sensitive corporate and personal information.
• Proven ability to be proactive, assertive, and take full ownership and accountability for a scope of work.
• Advanced proficiency in Google Suite (preferred) or Microsoft Office Suite (alternate) with the ability to manage content for both accuracy and aesthetics.
• Exceptional organizational skills with the ability to prioritize and manage competing demands effectively.
• Strong attention to detail and accuracy in document preparation and review.
• Excellent written and verbal communication skills.

• Paralegal certification or equivalent experience.
• Familiarity with electronic signature platforms (e.g., DocuSign, Adobe Sign).
• Experience in a global technology company or similar corporate environment.

• Proactive Management: Effectively anticipating needs and proactively managing the executive team's schedules and priorities, resulting in no missed executive deadlines.
• Professional Conduct: Consistently positive informal feedback from internal and external stakeholders regarding professionalism, confidentiality, and discretion.
• Accuracy and Timeliness: 100% compliance with deadlines for contract reviews and corporate filings.
• Operational Excellence: The successful optimization of LMI’s document management systems and processes, leading to a measurable reduction in contract processing time.
• Executive Satisfaction: Consistently positive feedback from the executive team regarding preparation, collaboration and professional development, measured through quarterly check-ins.

Salary Range: $68,000 - $96,900

If you are interested in this exciting opportunity and working for a fast-growing global technology company with an inspiring and engaging workplace environment, please submit your application to our Human Resources team in confidence by clicking the “Apply Now” button.

While we appreciate your interest in LMI very much, we are only able to respond to candidates selected for further consideration. We look forward to talking to you about the possibilities of beginning a rewarding new chapter of your career!

At LMI Technologies, we are an Equal Opportunity employer and we value the diversity of the people we hire and serve. We strive to build and grow our team that fosters variety in backgrounds, perspectives, experiences and skills. We embrace inclusiveness in our workplace, so we can utilize each person’s talents and strengths.

If you are interested in working for a fast-growing global technology company with an inspiring and engaging workplace environment, we invite you to apply and talk about the possibilities of beginning a rewarding new chapter of your career.

We assure you, once you complete your application, your information is safe with us. To learn more about how we use your personal data, please review our Privacy Policy ( -policy).

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Job Description

Salary: $30-$40/hour

Position Overview

Giffen Consulting Ltd. (Giffen) is looking to hire an Executive Assistant (EA) to join our growing team and support our CEO. We are looking for an individual to join us on a part-time basis, working approximately 24 hours per week on a hybrid work arrangement, with one day in our Vancouver office every two weeks and the remainder remote.

About Us

Giffen is a Canadian company with offices in Vancouver, BC, and Toronto, ON. that provides fit-for-purpose engineering and project delivery solutions, specializing in the mining, utility, and heavy industrial sectors.

At Giffen, we take pride in our ability to deliver flexible strategies that are tailored to the specific needs of our clients. We value relationships above all else within our team and with our clients. We hold our team to the highest level of accountability to ensure we provide tailored solutions to successfully execute our clients projects.

We believe that open communication is the key to fostering reliable and lasting relationships within our company and those with whom we conduct business.

Key Responsibilities

The ideal candidate will be able to:

• Handle information with an extremely high degree of sensitivity and confidentiality.
• Provide comprehensive administrative support to the CEO, including managing schedules, appointments, email, and travel arrangements.
• Maintain the Outlook Calendar, ensuring all meetings are scheduled efficiently and conflicts are resolved promptly.
• Track and follow up on key tasks, conversations, and strategic initiatives.
• Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders.
• Prepare, edit and format reports, presentations, memos, and other executive communications.
• Perform clerical duties such as filing, photocopying, and managing office supplies to ensure a well-functioning office environment.
• Organize and support high-level meetings: Takeminutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; proactively manage action items and follow-ups.
• Handle confidential and time-sensitive information with discretion and care.
• Leverage AI tools to improve workflow efficiency.
• Assist in process automation and CRM management (HubSpot).
• Assist with personal and business admin tasks to ensure maximum focus and productivity.
• Manage company season ticket packages, including assignment and distribution of tickets.

Qualifications+ Experience

• At least 8+ years experience as an Executive Assistant or in a senior administrative role directly supporting top executives.
• Experience supporting founders or C-suite executives in a high-growth or entrepreneurial environment.
• Post-secondary diploma in Business, Communications, Administration or similar an asset.
• Experience planning multi-day events, meetings and conferences.
• Technology adept and skilled in using various digital tools and platforms.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Publisher, Outlook).
• Outstanding organizational skills with the ability to shift priorities and multitask.
• Experience working independently.
• Exceptional communicator, both written and verbal.
• Experience working with highly confidential information discreetly and diplomatically.
• Ability to flex your work location and/or hours to meet the needs of the President & CEO.
• Strong organizational skills with the ability to prioritize tasks effectively in a dynamic work environment.
• A customer-focused mindset with excellent interpersonal skills to interact positively with colleagues and clients alike.
• Comfortable using AI tools to boost productivity (e.g., ChatGPT, Gemini, scheduling assistants): you leverage technology to move faster, not slower.
  

What We Offer

Giffen is an open, welcoming, accepting, and positive space for all our employees and contractors. Here are some of the perks
of working for us!

• Connect through monthly, continuous performance management meetings
• Encourage continual learning through courses and conferences
• Support professional designation certification
• Invest in our people through a variety of corporate programs
• Host company-wide social events

Why Join Our Team?

• Small, growing team
• Competitive compensation package including RRSP matching program
• Employee Health Spending Account
• Short + Long-Term Incentives
• Flexible Work-From-Home option
• Offices in Downtown Vancouver & Downtown Toronto

Job Description

Calling all Executive Assistants - Your Expertise is Wanted!

Are you a highly accomplished Executive Assistant? This unique opportunity invites you to apply your proven expertise in a fresh contex t, offering greater autonomy, flexibility, and significant career development potential.

If you're ready to **transfer your valuable skillset ** to a dynamic environment that values innovation and personal development, we encourage you to explore this role!

About Us
At Live Your Potential, we value forward-thinking , creative problem-solvers with a growth mindset . We're seeking original thinkers who love to build and inspire teams .

We are a global organisation dedicated to personal and leadership development. Through transformative online programs and impactful live events, we empower individuals in over 100 countries to unlock their potential and achieve extraordinary results. Our mission is simple yet powerful: to inspire growth - to Live Your Potential.

The Opportunity: Lead and Develop in a New Way
This isn’t a traditional Executive Assistant role. This role is an opportunity to leverage your exceptional communication, organizational and time management capabilities to drive business growth - all while working remotely as an independent contractor.

Key Responsibilities:

Drive business growth by mentoring and guiding a team to success.
Provide strategic leadership with the support of our proven system.
Mentor individuals to unlock their full potential, set goals, and develop actionable plans.
Leverage social media and online platforms.
Conduct interviews with prospects and guide them through the discovery process.

Why This Role?

Remote-first role—work from anywhere!
Entrepreneurial, high-growth environment
Apply your EA expertise to drive impact in a thriving, mission-driven company
Weekly global training calls to further enhance your skills
Join a dynamic environment that values strategic thinking, innovation, and independent leadership

Ideal Candidate Profile:

Job Description

Executive Assistant

Our client is a prominent Architecture firm, based in Canada, with a strong focus on quality design, employee satisfaction and excellent client relationships.

We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team. This role focuses on project coordination and removing administrative hurdles to enable high-value work. The ideal candidate will excel in managing calendars, coordinating meetings, handling travel arrangements, and providing comprehensive support for large-scale architectural projects.

Key Responsibilities:

Project Coordination: Support coordination for large-scale architectural projects, ensuring smooth execution and timely progress.
Administrative Support: Perform various administrative tasks to remove hurdles and enable senior leadership to focus on high-value activities.
Calendar Management: Maintain executive calendars, schedule meetings, and organize staff reviews and initiatives (QMP, etc.).
Meeting Coordination: Prepare for meetings, track notes and action items, and ensure timely follow-up.
Travel and Accommodation: Book ferry and air travel, arrange accommodations, and confirm team availability.
Email Management: Sort and prioritize emails, and follow up with internal and external teams.
Timesheets and Expense Reports: Submit timesheets, expense reports, and architectural hours (OAA, AIBC).
Presentation and Documentation: Prepare PowerPoint presentations and provide project support, including hours submission and review.

Qualifications:

Proven experience as an Executive Assistant or in project coordination.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Discretion in handling sensitive information.
Experience in the architecture or construction industry is a plus.