Posted 2 months ago
Executive Assistant – Mining Industry
@ Staffmax
Toronto, Ontario
Overview
Staffmax is hiring an Executive Assistant for its client's Toronto corporate office, supporting the CEO and senior executives on site. The role covers executive expense management, day-to-day office operations, and leading a full office remodel. Salary is CAD 60K to 70K on a permanent basis.
Responsibilities:
- Manage executive expense reporting and reconciliation
- Oversee daily operations of the Toronto corporate office
- Lead planning and execution of a full office remodel
- Provide calendar, meeting and travel support to senior executives
- Manage vendors, supplies and administrative budgets
Requirements summary:
- 3+ years as an executive assistant or office manager
- Experience supporting C-suite executives
- Experience with expense management systems
- Proficiency in Microsoft Office
- Prior renovation or facilities project experience is an asset
Tools & skills
Source and dates
Employer career site / ATS feed · careerpage
- Employer posting date
- 2026-09-07
- First seen by our source
- 2026-10-11
- Source record updated
- 2026-10-11
These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.
Job details
| Seniority | Mid level |
| Department | Administrative |
| Experience | 3+ years |
| Hours per week | 40 (estimated) |
| Travel | air: minimal · ground: none |
| Work setting | Office |
| Position | Sitting and standing |
| Physical demands | physical low · computer high |
| Education | Bachelor’s degree (preferred) |
| Fields of study | Business administration |
Summary and details written by AI from the posting; the employer’s posting is the authority.
Staffmax
| Field | Value |
|---|---|
| Open jobs on Jobsy | 149 |
About the Role
Our client is seeking a highly organized, resourceful, and self-motivated Executive Assistant to support our CEO and Senior Executive team from our Toronto Corporate Office. This is a high-visibility role suited to someone who thrives in a fast-paced environment, takes ownership of projects from start to finish, and enjoys wearing multiple hats — from managing executive expenses to leading office operations and driving a major workplace transformation project.
Location: Toronto, ON
Work Arrangement: Onsite
Job Type: Permanent
Salary: CAD 60K to 70K
Key Responsibilities
Executive Support & Expense Management
- Manage expense reporting, reconciliation, and submission for the CEO and other Senior Executives
- Ensure timely and accurate processing of expenses in accordance with corporate policy
- Liaise with Finance to resolve discrepancies and streamline expense workflows
- Maintain confidentiality and discretion when handling sensitive financial and business information
Office Management
- Oversee day-to-day operations of the Toronto Corporate Office, ensuring a professional, efficient, and welcoming environment
- Manage vendor relationships, office supplies, facilities requests, and administrative budgets
- Act as the primary point of contact for office-related matters, coordinating with building management and external service providers
- Support onboarding logistics and general administrative needs across the Toronto team
Office Remodel Leadership
- Lead the planning and execution of a full remodel of the Toronto office space
- Coordinate with architects, designers, contractors, and vendors to bring the project to life on time and on budget
- Manage timelines, budgets, and stakeholder communication throughout the renovation
- Balance day-to-day office operations with project milestones to minimize disruption to the team
General Executive Assistance
- Provide calendar management, meeting coordination, and travel arrangements for Senior Executives as needed
- Prepare correspondence, presentations, and briefing materials
- Anticipate the needs of executives and proactively problem-solve to keep things running smoothly
Desired Characteristics
- Entrepreneurial spirit — comfortable taking initiative, identifying gaps, and driving projects forward without needing constant direction
- Self-motivated — able to manage competing priorities independently and stay accountable to deadlines
- Strong organizational skills and meticulous attention to detail
- Excellent judgment and discretion when handling confidential information
- Strong communication and interpersonal skills, with the ability to work effectively across all levels of the organization
- Comfort operating in ambiguity and adapting to shifting priorities
- Project management mindset, particularly for the office remodel initiative
Qualifications
- 3+ years of experience as an Executive Assistant, Office Manager, or in a similar role, ideally supporting C-suite executives
- Experience with expense management systems and corporate finance processes
- Prior experience coordinating office moves, renovations, or facilities projects considered a strong asset
- Proficiency in Microsoft Office and expense management platforms
- Post-secondary education in business administration or a related field is an asset, but not required
Journal
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