Executive Assistant_FT-Perm
About The Position
The Executive Assistant provides comprehensive administrative support. They perform a wide variety of important, complex and sensitive administrative assignments that support strategic business initiatives that cut across multiple teams and external stakeholders. They contribute to the effectiveness of the leader by providing a comprehensive range of senior office management and administrative services, recognizing and appropriately dealing with confidential information, while representing the values and vision of the organization. They work independently performing a wide range of complex and confidential administrative and coordinating tasks. The role contributes to LOFT’s communication activities as required and must have the ability to take on special projects related to the work of LOFT.
Requirements
- Completion of post-secondary education in Business Administration and/or related field or equivalent experience, specific to business and event coordination.
- At least 2 years’ relevant experience in a senior administrative or executive support role.
- Experience in planning, evaluation, and facilitating groups or meetings.
- Excellent communication and relationship-building skills.
- Advanced organizational and multitasking skills, with the ability to manage competing priorities and meet tight deadlines.
- Strong attention to detail, sound judgment, and proactive problem-solving abilities
- Advanced proficiency in Microsoft Office Suite (SharePoint, Outlook, Word, Excel, PowerPoint, Office 365).
- Excellent written and verbal communication skills, including drafting and editing reports, correspondence, and presentations.
- High level of professionalism, discretion, and ability to maintain confidentiality.
- Strong interpersonal and customer service skills, with the ability to work effectively with diverse stakeholders.
- Ability to work independently and collaboratively in a fast-paced environment.
- Exceptional planning, project coordination, and time management skills.
- Creative and resourceful, with experience developing communications or visual materials (e.g., posters).
- Commitment to cultural competency and inclusive, anti-oppressive practices.
- A satisfactory vulnerable sector check (VSC) is also required.
Responsibilities
- Manage complex calendars, schedule meetings, coordinate travel, and handle day-to-day administrative tasks
- Prepare meeting materials, take minutes, and follow up on action items
- Draft and edit correspondence, reports, presentations, and other documents
- Screen and respond to inquiries, calls, and emails on behalf of the leader
- Manage expense reporting, including receipt tracking and reimbursements
- Coordinate meetings with internal and external stakeholders, including agendas, reminders, and supporting materials
- Maintain clear and professional communication across teams and partners
- Support research, report preparation, and proposal development
- Maintain confidential records and documentation
- Collaborate with internal teams to support organizational priorities
- Assist with office coordination tasks such as mail distribution and courier arrangements
- Ensure adherence to organizational policies, procedures, and health & safety standards
- Contribute to a positive, collaborative team environment and perform additional duties as required
- Provide back-up support to Office Administrator or designated supervisor(s).
Benefits
- medical, dental, vision, life insurance, and long-term disability
- Defined Benefits Pension Plan
- 24/7 Employee Assistance Program
- E-learning program available all year round
- Starting vacation time above minimum standard
- Additional paid personal and paid sick days
- Professional development budget available to help you nurture and shape your career
- Corporate Gym membership rate with GoodLife Fitness
- Access to Perkopolis, a comprehensive corporate discount program
- Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion
- Tuition reimbursement program
- Maternity-leave and Parental leave top up program
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
