Executive - Executive Assistant

Westerkirk•Toronto, ON

2d•CA$35,000 - CA$45,000

About The Position

Cosmetica Laboratories Inc. is seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to the Chief Executive Officer (CEO). This role serves as a trusted partner to the CEO, ensuring the effective management of priorities, communications, schedules, and key business initiatives. The ideal candidate is resourceful, adaptable, and capable of anticipating needs in a fast-paced, dynamic environment. This individual will exercise sound judgment, maintain the highest level of confidentiality, and foster strong relationships with internal and external stakeholders. In addition to supporting the CEO, the Executive Assistant will provide administrative support to other members of the Executive Leadership Team as required.

Requirements

Post-secondary education in Business Administration, Office Administration, or a related field, or an equivalent combination of education and experience.
Minimum 5 years of experience supporting senior executives, preferably at the CEO, President, or Executive Leadership Team level.
Demonstrated experience managing complex calendars, travel arrangements, executive communications, and confidential information.
Exceptional organizational, planning, and time management skills with the ability to manage multiple priorities simultaneously.
Strong business acumen and professional judgment, with the ability to anticipate needs and solve problems proactively.
Excellent verbal and written communication skills.
Advanced proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and modern workplace technologies.
Strong interpersonal skills with the ability to build relationships at all levels of the organization and with external stakeholders.
Ability to work independently, exercise discretion, and maintain confidentiality in all matters.
Strong attention to detail and commitment to producing high-quality work.
Professional, adaptable, and service-oriented approach in a fast-paced environment.

Responsibilities

Serve as the primary point of contact between the CEO and internal and external stakeholders, maintaining a highly professional, polished, and service-oriented approach.
Manage the CEO’s complex and evolving calendar, prioritizing appointments, meetings, events, and travel arrangements to optimize time and efficiency.
Coordinate domestic and international travel, including itineraries, accommodations, transportation, and related logistics.
Prepare, review, and edit correspondence, presentations, reports, meeting materials, and other executive communications.
Support the CEO in preparing for meetings, presentations, board discussions, and strategic initiatives through research, data gathering, and document preparation.
Track key action items, deadlines, and follow-ups to ensure timely completion of commitments and deliverables.
Anticipate the CEO’s needs and proactively address administrative and operational requirements.
Handle sensitive, confidential, and business-critical information with discretion and professionalism.
Coordinate executive meetings, leadership meetings, off-site events, and company functions, including scheduling, logistics, agendas, meeting materials, and catering arrangements.
Prepare and process expense reports, purchase requests, and other administrative documentation.
Manage incoming correspondence, communications, and requests, ensuring appropriate prioritization and follow-through.
Maintain organized electronic and physical filing systems, records, and documentation.
Support special projects and strategic initiatives as assigned by the CEO and Executive Leadership Team.
Assist with the preparation and distribution of executive communications and company-wide announcements as required.
Provide administrative support to other Executives and members of the Executive Leadership Team as required.
Assist with scheduling, meeting coordination, travel arrangements, and project support for additional executives during periods of high demand or business need.
Contribute to a collaborative and team-oriented administrative support function across the organization.