Who we need

Our downtown client, a rapidly growing private equity-backed organization, is seeking a Senior Administrative Assistant to support two Senior Vice Presidents in a dynamic and fast-paced environment. You will play a pivotal role in ensuring seamless operations, anticipating needs, and managing administrative functions with precision, discretion, and professionalism.

This role goes beyond traditional administrative support—it requires proactive problem-solving, relationship management, and project coordination. You will navigate shifting priorities with confidence, leverage technology to optimize processes, and contribute to the broader success of the leadership team.

This is a full-time, hybrid role, working three days a week onsite in downtown Toronto.

What's in it for you

This is a rewarding career move for someone who is organized, driven to do more, and wants to be part of a collaborative in-office culture. Whether you are an Executive Assistant, a Senior Administrative Assistant, or a Paralegal, you want to combine traditional administration with opportunities to build critical relationships and support adopting new ideas and strategies. You are looking for a role where you can channel your expertise to take action proactively, with considerable discretion and speed, going beyond the expected. You will have the autonomy to manage your days, introduce best practices, take ownership of high-profile projects, and earn recognition for your impact.

As our new Senior Administrative Assistant, you will:

• Provide confidential support. You will manage the day-to-day and overall function of the office, ensuring efficiency, responsiveness, accuracy, and strategic impact in all actions. You will identify, monitor, and articulate critical action items, providing key information and updates on issues before every meeting and engagement. You will manage and prioritize their schedules, informing them of upcoming meetings. You will coordinate meetings and meticulously document details in an organized manner. You will proactively anticipate their needs for meetings and conferences, researching and recommending solutions.
• Manage office communications. You will nurture collaborative working relationships with executive leadership and across the organization, positioning yourself as a go-to resource. You will respond to and prioritize all inquiries, requests for information, and communications. You will manage incoming correspondence, redirect it, or respond as appropriate. You will maintain professionalism and confidentiality in all administrative activities and stakeholder interactions.
• Coordinate events and meetings. You will schedule virtual and in-person meetings and events. You will develop agendas and background material and serve as a record keeper for committees and meetings, ensuring accurate and organized meeting records. You will arrange travel plans, including itineraries, and reconcile expenses while preparing travel and expense reports.
• Manage documentation. You will draft complex documents, prepare reports and presentations, proofread and edit materials, and maintain orderly records and archives of critical documents. You will manage and update documentation using SharePoint.
• Support projects. You will play a supporting role in driving the success of processes and initiatives across the organization. You will provide administrative and analytical support for special projects. You will identify and resolve inefficiencies in internal processes and procedures. You will create project schedules, track deliverables, and develop reports on project progress. You will schedule, organize and lead project meetings with other internal departments and client meetings related to the project.
• Nurture the team culture. You will apply your commitment to fostering a collaborative, positive, diverse, and inclusive people culture. You will support the VP with coordinating team events, celebrations, and culture-building activities.

You have:

• The background. You have an undergraduate degree and strong critical thinking and problem-solving abilities. You have progressive growth in an administrative support and relationship management role, working with senior leadership in a multi-vertical organization. You have extensive experience managing complex and shifting schedules, coordinating meetings, conducting research, building processes, writing documentation, creating reports, and leading projects. You hold yourself accountable to high standards of confidentiality with an awareness of sensitive information.
• The technical skills. You have expertise in MS Office Suite, including Teams, and you are highly proficient in SharePoint and project management tools such as Smartsheet. You can collect, organize and analyze data, drawing insightful conclusions for real-world problem-solving.
• The drive. You thrive in fast-paced, dynamic environments, working proactively to support others while exceeding expectations. You are meticulous, detail-oriented, and highly organized. You pursue perfection and prioritize responsiveness. You are resourceful and take ownership of your work, leveraging critical thinking and problem-solving abilities to navigate shifting priorities. You seek opportunities for learning and growth, driven by curiosity and a commitment to success in high-pressure situations.
• The project management skills. You have extensive experience planning and coordinating projects from end to end, ensuring milestones are achieved and processes are followed. A creative problem solver, you excel at balancing priorities, anticipating issues, and proactively addressing challenges. You are proficient in using productivity and communication tools to support seamless project execution.
• The interpersonal skills. You possess exceptional written and verbal communication skills, enabling you to represent senior executives and their offices professionally. You are skilled in drafting process documentation, reports, and tailored messages that align with the executive's voice and audience needs. You build strong relationships with diverse stakeholders, including board members, senior leaders, staff, and external partners. You can balance autonomy and independence with executive collaboration and cross-functional teamwork. Your ability to influence without authority, manage conflict, and foster collaboration ensures trust and mutual respect. You are comfortable using a range of communication tools and consistently promote inclusivity and appreciation for diverse perspectives.

Apply now.

Experience, diversity of thought, innovation, a passion for learning, and a team-focused approach can combine to form the best qualifications. If you have 70% of the qualifications listed, please submit your resume here.

What you can expect from our hiring process:

• A virtual interview with a Talent Advisor discussing your interest in the role and your experience.
• A writing assignment is to be completed and shared before the next step.
• An interview with the Hiring Manager to share details of your experience in supporting senior leaders, project management, and managing competing, changing priorities in a fast-paced environment.
• A follow-up interview with both Senior Vice Presidents to discuss how your strengths align with the office's needs.

Should you require accommodation in any aspect of the selection process, please contact us at [email protected], and we will be happy to help.

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