Executive Assistant

Executive Administrative Assistant (3-6 month contract)

Prime location for a dynamic Financial Services organization in the heart of downtown provides easy access to major transportation hubs and nearby expressways.

Role Overview

The Executive Administrative Assistant provides comprehensive administrative support to senior leaders. This role is responsible for managing complex schedules, coordinating travel, supporting meetings and executive programs, and assisting with the planning and execution of internal events. The ideal candidate is highly organized, proactive, professional, and able to work effectively in a fast‑paced environment while handling sensitive and confidential information with discretion.

Your responsibilities will be:

• Manage complex calendars and scheduling for senior leaders, including prioritizing requests and resolving conflicts.
• Coordinate domestic and international travel, including itineraries, accommodation, and transportation.
• Provide day‑to‑day administrative support such as document preparation, meeting materials, and executive communications.
• Represent the organization professionally to internal and external stakeholders, including visitors and partners.
• Coordinates special projects and provide concierge-style support which may include off-site responsibilities.
• Act as a liaison between executives, internal teams, and external partners.
• Draft and edit correspondence, presentations, announcements, and meeting summaries.
• Handle sensitive and confidential information with professionalism and discretion.
• Build effective working relationships across all levels of the organization.

• Meeting Coordination -Support the preparation and coordination of meetings, including agendas, materials, attendee lists, and follow‑up actions. Assist with recurring programs, leadership meetings, and organizational initiatives. Ensure meetings are well‑organized and executives are prepared with relevant information.

Administrative Operations- Process purchase orders and collaborate with finance and operational partners as needed.

• Prepare and submit expense reports, including travel‑related expenses.
• Maintain executive files, records, and other confidential materials in an organized manner.
• Provide a high level of service and hospitality when supporting guests and visitors.

Event Planning & Support:

• Assist with the planning and execution of internal and external events, such as meetings, offsites, trainings, and team‑building activities. Coordinate logistics including venues, catering, audiovisual needs, materials, transportation, vendors, and budget tracking. Provide on‑site or virtual event support as needed.

The ideal candidate has:

• 5-10+ years of executive administrative experience.
• Experience in event planning or large‑scale meeting coordination.
• Strong proficiency in Microsoft Office and collaboration tools.
• Exceptional organization and multitasking ability.
• Position requires in office 4-5 days per week.