Executive Assistant Intermediate jobs in Ontario

Executive Assistant for Provincial Government Agency client, Downtown Toronto.

Marberg Job Number: 2843.
Job Type: Temporary.
Initial Term: From July 6, 2026 to October 6, 2026, with possibility for extension.
Existing Vacancy: Yes.
Target Compensation: From $26.14 per hour to $39.00 per hour, according to experience.
Regular Work Hours: FULL TIME WORK HOURS – 7.25 work hours per day, not including unpaid 45 minute lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: 100% onsite at Client's Downtown Toronto office, on PATH and near TTC station.

Responsibilities Summary:
Provide senior-level administrative and operational support within a public sector environment, supporting divisional operations and executive priorities. Ensure effective coordination of workflow, decision-making processes, executive scheduling, and administrative deliverables in alignment with organizational policies, governance frameworks, and public accountability standards.

• Oversee divisional workflow processes and systems, ensuring accurate tracking, prioritization, and timely completion of reviews, approvals, and deliverables, including maintaining workflow and action logs and tracking incoming correspondence and materials.
• Coordinate reviews and approvals within the division and cross-divisionally, including regular communication regarding material tracking and approval status.
• Monitor deadlines and proactively escalate risks or delays to maintain operational efficiency.
• Follow up on action items resulting from meetings and discussions to ensure completion of deliverables.
• Continuously improve workflow processes and tools to enhance productivity and accountability.
• Manage complex executive scheduling, navigate conflicting priorities, and ensure preparation for meetings and events.
• Support planning, coordination, and execution of corporate initiatives, special projects, and divisional priorities.
• Provide logistical and coordination support for corporate meetings, briefings, and reporting activities, including agenda preparation, material distribution, minute-taking, meeting moderation, equipment coordination, and room bookings.
• Assist with preparation and review of correspondence, briefing notes, reports, and presentations, including research to support business case preparation while ensuring accuracy, completeness, and professionalism.
• Schedule, plan, and assist with corporate events including training, employee engagement initiatives, and planning meetings.
• Track and process expense claims, including monthly corporate card reconciliation.
• Develop and maintain electronic and paper filing systems.
• Coordinate travel arrangements when required.
• Assist with special projects and other duties as assigned.
• Additional executive administrative responsibilities as required.

Qualifications:

Education: Diploma or Degree in Business Administration, Office Administration, Law, Public Administration, or related field, or applicable combination of work experience and education.
Preferred Work Experience: At least 3–5+ years of progressive, related work experience, including experience directly supporting senior executives.
Preferred Sector Experience: Public Sector or Legal Sector experience an asset.

Technical and Language Skills Requirements:

• Intermediate to advanced level skills in Microsoft Office applications including Excel, Word, Outlook and PowerPoint (will be tested).
• Proficiency with Adobe Acrobat Pro is considered an asset (may be tested).
• Fast and accurate typing skills (will be tested).
• Demonstrated ability to manage document review and approval processes using available tracking and workflow tools.
• Proficient English communication skills, both written and verbal, including advanced level business writing skills and verbal presentation skills suitable for a diverse range of audiences.

Task-Based Qualifications and Additional Attributes:

• Demonstrated decision-making skills and proficiency in calendar management, including managing conflicting meeting priorities.
• Excellent knowledge of office and administrative practices and procedures with progressively responsible experience in an office environment.
• Demonstrated experience coordinating meetings and recording and transcribing minutes.
• Strong time management skills with proven experience multitasking, project coordination, and providing administrative support in a team environment.
• Demonstrated customer service proficiency with excellent communication, interpersonal, and organizational skills.
• Flexibility to respond to changing priorities in a fast-paced environment with the ability to manage multiple and sometimes conflicting deadlines.
• Demonstrated sound judgement, initiative, and the ability to manage confidential information appropriately.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well independently, collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Pleasant and courteous; demonstrated commitment to client service and professional representation of the organization.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Flexibility to work before or after regular business hours when required.
• Ability to promptly provide minimum of 2 reasonably recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

Application Notes:

Recommended Application Date: We kindly request that you submit your resume as soon as possible. Qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.