Executive Coordinator

Job summary

Manage calendars, travel arrangements, expenses, correspondence, and administrative requests for several senior leaders, including confidential personal matters and errands. Support office operations by coordinating vendors, supplies, hospitality, events, and projects while keeping shared spaces organized and presentable.

Job details

Our client, a professional services firm located close to Markham is seeking an Executive Coordinator to provide support to a small group of senior leaders while helping ensure the smooth day-to-day operation of the office. This is a temp-to-permanent opportunity for someone interested in establishing themselves within a supportive and growing organization. The successful candidate is strong communicator with a positive and professional attitude, excellent organizational skills, and an “all hands on deck” mentality. Whether coordinating travel, assisting with administrative needs, liaising with vendors, or helping to keep the office organized, no task is considered too big or too small. A proactive, solutions-oriented mindset and strong attention to detail are essential. Responsibilities Manage calendars for several executives, scheduling meetings and coordinating appointments. Coordinate domestic and international business and personal travel, including flights, accommodations, transportation, and detailed itineraries. Prepare and submit expense reports accurately and in a timely manner. Screen calls and correspondence and provide general day-to-day administrative support. Assist senior leaders with a variety of projects, requests, and administrative tasks to help them remain organized and operate efficiently. Complete business and personal errands as required. Coordinate lunches, catering, and other purchases. Assist with personal appointments and miscellaneous requests. Handle personal and confidential administrative matters with a high degree of discretion and professionalism. Order and maintain office, kitchen, and workplace supplies. Liaise with office vendors, service providers, and cleaning personnel. Help ensure the office, kitchen, and common areas remain clean, organized, and presentable including light kitchen duties such as loading and unloading the dishwasher, stocking refreshments, and tidying shared spaces. Prepare meeting rooms and assist with hospitality for clients and guests. Support office initiatives, events, and special projects as required. Qualifications 1+ years of experience in an administrative, executive assistant, office coordinator, office manager, or personal assistant capacity. Excellent organizational skills with the ability to manage competing priorities in a fast-paced environment. Strong verbal and written communication skills with a polished and professional demeanor. Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint. High level of discretion and comfort handling confidential information. Valid Ontario driver's license and access to a reliable vehicle, as local errands and occasional off-site responsibilities are a regular part of the position. TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.

What you’ll do

Manage calendars, travel arrangements, expenses, correspondence, and administrative requests for several senior leaders, including confidential personal matters and errands. Support office operations by coordinating vendors, supplies, hospitality, events, and projects while keeping shared spaces organized and presentable.

Requirements

Requires at least one year of experience in an administrative, executive assistant, office coordination, office management, or personal assistant role, along with strong organization and communication skills. Candidates must be proficient in Microsoft Office, handle confidential information discreetly, and have a valid Ontario driver's license and reliable vehicle.

Listed skills

• Administrative Support · Preferred
• Project Coordination · Preferred
• Organization · Preferred
• written communication · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Scheduling
• Travel Coordination
• Expense Reporting
• Administrative Support
• Project Coordination
• Confidentiality
• Organization
• Verbal Communication
• Written Communication
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Vendor Relations
• Attention To Detail

Job areas

• Administrative
• Management & Leadership
• Hospitality