Overview
Executive Assistant Jobs in Toronto, Ontario, Canada at Swoon
Title: Executive Assistant
Company: Swoon
Location: Toronto, Ontario, Canada
Position Title: Executive Assistant
Line of Business: Corporate Banking
Contract Length: 1 year
Possibility of Extension: Yes
Conversion to Full-Time: No
Key Responsibilities:
Administrative & Operational Support
Provide senior-level administrative assistance to a large, diverse team, including senior executives.
Manage calendars, schedule meetings, and coordinate departmental events.
Arrange travel bookings (flights, hotels, etc.) and process related expense claims and invoices.
Handle central phone line, dispatch communications, and manage incoming inquiries.
Develop and maintain organized filing systems (electronic and paper-based).
Reporting & Budgeting
Compile and format data into regular and ad-hoc reports and dashboards.
Monitor departmental budgets and report on variances against targets.
Track and process invoices in line with policies and vendor agreements.
Process Improvement & Project Coordination
Use systems and tools (e.g., tracking and exception reports) to streamline workflows and improve efficiency.
Integrate data from various sources to support analysis and decision-making.
Identify and implement opportunities for operational improvements.
Stakeholder & Vendor Relations
Build and maintain strong relationships with internal teams and external vendors.
Coordinate office planning and facilities requirements (e.g., staff moves, furniture requests).
Ensure minimal disruption to business operations during premises-related changes.
Communication & Event Planning
Draft, edit, and distribute communications, presentations, and procedural documents.
Lead the planning and execution of departmental meetings, training sessions, and special events.
Team Support & Mentoring
Provide guidance and mentoring to junior administrative assistants to help develop their capabilities.
Coordinate staff training schedules, track absences, vacations, and on-call claims in alignment with internal guidelines.
Qualifications & Skills:
Must-Have:
3–5 years of progressive experience in administrative or professional support roles.
Post-secondary education in a relevant discipline.
Strong organizational and attention-to-detail skills.
Excellent verbal and written communication abilities.
Advanced problem-solving, analytical, and collaboration skills.
Ability to exercise sound judgment and propose innovative solutions.
Interview Process:
First round with the hiring manager
Potential second round, if needed
