Executive Assistant

Executive Assistant
Employment type: Full-time
City: Toronto
Last visit: 2014-10-29
Author's ads: 1

Posted: 2014-10-29


Talentcor Toronto is currently recruiting for an Executive Assistant to support a Legal Executive team. This is a fulltime permanent role with immediate hire.  The role is located in downtown Toronto


The individual will be responsible for providing administrative support to the Executive Vice President, General Counsel & Secretary; Vice President, Legal & Assistant General Counsel; Vice President Legal; Assistant Corporate Secretary and as required to the Corporate Legal Department.



Executive Vice President and Vice President Support

Organize and maintain daily calendar and schedule of events for EVP, VP's and department, as well as scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate

Ensure that EVP and VP's have all necessary information for meetings (ie synthesize and prepare relevant documentation, maintain bring forward system, coordinate agenda items, etc)

 Facilitate arrangements for on-site and off-site meetings and events including logistics (ie communication, location, meals, equipment, materials, RSVPs, and travel)

Coordinate cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and group

Anticipate issues and initiate appropriate action to enable the most effective use of the EVP's time, including providing personal administrative support and periodic personal travel arrangements

Source information from library files, status reports, property management systems and other databases and prepare legal summaries and reports

Prepare legal documents and arrange document signingCorporate Secretarial Support

Assist Assistant Corporate Secretary with Board and Committee Meeting set up and clean up

Assist Assistant Corporate Secretary with Board package assembly, delivery and Board material filing as requested

Responsible for filing, file maintenance, storage and destruction

Maintain Minute Books

Responsible for scheduling meetings for subsidiary companies, taking minutes and maintaining corporate records for such companies

Arrange for execution of documents as required

Additional administrative support or projects as required 

Legal Department Administration

Prepare spreadsheets, correspondence and presentation material for internal use

Undertake all aspects of administration for EVP and department - complete expense reports, process invoices, complete all time and attendance system administration, all other administrative duties as required 

 Assist with preparation of annual overhead budget

Update and maintain documents for Leadership Talent Reviews and performance management system as required

Keep current with new company policies and procedures and act as the departmental authority on common corporate systems and software for such activities as expense reimbursement

Recommend and implement enhancements to current procedures within own area of responsibility that will improve operational effectiveness

Process all departmental correspondence on a daily basis by distributing incoming documents and ensuring the timely and accurate distribution of outgoing correspondence

Ensure smooth uninterrupted operation of departmental office equipment and manage department supplies/material needs with internal resources

Undertake printing, photocopying, scanning, faxing, filing, screening calls, etc as requested

Organize and maintain departmental filing system according to internal guidelines, ensure all materials are securely filed on a timely and accurate basis

Provide back up support to Corporate Donations program from time to time 


A college or university degree in a related discipline, or an acceptable combination of education and progressively responsible experience

5+ years of experience in a professional support function, including 3 years at the executive level

Exposure to Real Estate/Property Management or Corporate Law an asset

Computer literacy and superior skills and proficiency in Microsoft Word, Power Point and Microsoft Excel and ability to quickly learn new programs or systems as required

Demonstrated ability to exercise discretion and diplomacy, in combination with previous experience in handling confidential or sensitive information

Proven ability to operate independently with initiative and minimal direction, as well as function effectively as part of a team

Superior administration and time management and organizational skills, multitasking skills under pressure and the ability to prioritize tasks and meet deadlines

Excellent attention to detail and both written and verbal communication skills

Ability to use judgment in anticipating and initiating appropriate action along with ability to analyze situations/issues and recommend change

Ability to coordinate international travel planning and itineraries for multiple individuals

Flexibility in work hours is essential as there may be occasions where overtime is required on short notice

Strong interpersonal skills and a high comfort level in dealing with senior management as well as individuals at all levels

Professional and polished demeanor

Bilingualism an asset 

To Apply:

Please apply directly online or submit your resume to Delanie Louis-Fernand at dlouisfernand@talentcor.com.


Talentcor would like to thank all candidates for their interest in this opportunity. Due to the volume of resumes we receive we may only be able to respond directly to those candidates being selected for an interview.  We encourage you to visit www.talentcor.com regularly as new and exciting employment opportunities become available daily!




Apply URL:


About Talentcor

Talentcor provides recruitment services for Administrative Professionals, Light Industrial, Sales & Marketing, Finance & Accounting, Customer Service, Human Resources, Legal, Skilled Trades and Procurement positions across all industries in Canada. Our process allows us to get to know the best talent, understand their needs, and find matches that lead to success.

Talentcor is a division of Design Group Staffing Inc. an organization that is ISO 9001 Certified and has been named one of Canada's 50 Best Managed Companies each year since 1999 and has held Platinum Status since 2005. Headquartered in Edmonton, Alberta, Design Group Staffing Inc. employs over 350 recruitment professionals who place thousands of quality candidates per year. With offices across Canada, we understand industry challenges that are unique to each region and offer both national reach and local knowledge.

For more information, please visit www.talentcor.com

Career Level: Experienced

Industry: Recruitment and Staffing

Job Function: Administrative and Clerical

Website: http://talentcor.com