Posted 25 days ago
Executive Assistant – Mining Industry
@ Staffmax
Toronto, Ontario
Overview
Staffmax is hiring an Executive Assistant for a client in Toronto's mining industry. The role supports the CEO and senior executives, manages expense reporting, runs day-to-day office operations, and leads a full office remodel. The position is permanent and onsite, with a salary of CAD 90-95K.
Responsibilities:
- Manage executive expense reporting and reconciliation
- Oversee day-to-day operations of the Toronto corporate office
- Lead planning and execution of a full office remodel
- Provide calendar, meeting and travel support for senior executives
- Prepare correspondence, presentations and briefing materials
Requirements summary:
- 3+ years as an executive assistant or office manager
- Experience supporting C-suite executives preferred
- Experience with expense management systems and corporate finance
- Prior experience with office moves, renovations or facilities projects is an asset
- Proficiency in Microsoft Office and expense platforms
Tools & skills
Source and dates
Employer career site / ATS feed · careerpage
- Employer posting date
- 2026-10-12
- First seen by our source
- 2026-10-13
- Source record updated
- 2026-10-13
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 | Mostly sitting |
| Physical demands | physical low · computer high |
Summary and details written by AI from the posting; the employer’s posting is the authority.
Staffmax
| Field | Value |
|---|---|
| Open jobs on Jobsy | 143 |
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 90-95K
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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