Jobs in Vaughan

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Within 25 km of Vaughan

Added 7 hours ago
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Phyton Talent Advisors

Executive Assistant

Toronto, ON, Canada

Contract

Within 25 km of Vaughan · About 22.9 km from the city centre

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Job details

Job type: Contract
Apply by: Nov 27, 2026
Posted: Oct 28, 2026

Original job description

We’re looking for an organized, proactive Executive Assistant to support senior leadership. You’ll manage calendars, travel, and expenses, act as a key point of contact for executives and clients, and handle confidential information with discretion. This role suits someone who does well in a fast-paced environment and likes staying a step ahead.

Responsibilities

Manage complex calendars, schedule meetings, and resolve conflicts
Coordinate internal and external meetings, conference calls, client meetings, and events
Arrange domestic and international travel, including flights, hotels, transportation, and itineraries
Prepare expense reports and reconcile corporate card expenses
Act as a point of contact for executives, internal teams, clients and outside stakeholders
Manage incoming communications and prioritize time-sensitive requests
Prepare, edit, and format presentations, reports, and correspondence
Anticipate executives’ needs and handle scheduling and logistics before issues come up
Maintain confidential files and records
Work with other Executive Assistants on shared meetings and team initiatives
Support special projects as needed

Requirements

2-4+ years as an Executive Assistant or in senior-level administrative support
Experience supporting senior executives in a fast-paced corporate or professional services setting
Strong experience with complex calendars, travel coordination, and expense reporting
Proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Teams
Excellent written and verbal communication skills
Strong organization and attention to detail
Professional and discreet, with sound judgment

Preferred

Financial services background, such as banking, investment, or asset management, or private equity
Experience supporting multiple senior executives
Experience with Concur or a similar travel and expense platform
Takes initiative and works well with limited supervision

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More about this job

Responsibilities

Manage executives’ calendars, meetings, travel, expenses, communications, and confidential records while serving as a point of contact for internal and external stakeholders. Prepare documents and presentations, anticipate leadership needs, coordinate with other Executive Assistants, and support special projects.

Requirements

Requires 2–4 or more years of Executive Assistant or senior-level administrative support experience, preferably supporting senior executives in a fast-paced corporate or professional services environment. Candidates should have strong calendar, travel, and expense coordination skills, proficiency with Microsoft Office and Teams, excellent communication and organizational abilities, discretion, and sound judgment.

Skills

Calendar Management
Meeting Coordination
Travel Coordination
Expense Reporting
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Teams
Written Communication
Verbal Communication
Organization
Attention To Detail
Confidentiality
Stakeholder Management
Initiative

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Senior Leadership
Calendar Management
Meeting Scheduling
Conference Calls
Client Meetings
Event Coordination
Domestic Travel
International Travel
Travel Itineraries
Expense Reports
Corporate Card Reconciliation
Stakeholder Management
Confidential Information
Presentation Preparation
Report Preparation
Correspondence
Special Projects
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Teams
Concur
Investment Banking
Banking
Financial Services
Asset Management
Private Equity

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