Executive Assistant
Location: Toronto, ON – Hybrid ( *Must be local)
Pay Rate: $40–$42/hour CAD
Contract: 12 months ( Excellent potential for extension or permanent)
Schedule: Full-time 9am-5pm Monday–Thursday in office, Friday remote
About Our Client:
Our client is a global toy and entertainment company known for creating innovative, award-winning toys, games, and entertainment experiences.
With a fun, creative, and collaborative culture, they bring imaginative products and brands to families around the world.
About the Role
We are looking for a career Executive Assistant who is highly organized, proactive, flexible, and comfortable supporting senior leaders in a fast-paced global organization. Strong preference for candidates with career Executive Assistant experience who understand the expectations of supporting senior leadership. This position will support the VP of Product Development and VP of Product Design. The two leaders work closely together and have many of the same meetings, stakeholders, and priorities, making this a great opportunity for an EA who enjoys working in a collaborative environment. The ideal person is someone who anticipates needs, keeps track of details, builds strong relationships, and knows how to navigate a large organization. You should be comfortable working with other Executive Assistants across offices and time zones, coordinating schedules, negotiating meeting logistics, and finding solutions when priorities change. This is a hands-on, relationship-focused EA role. We are looking for someone who takes ownership and can confidently say, “I can take care of that.”
What You'll Do
Calendar & Meeting Management
- Manage complex calendars for two VP-level executives, including scheduling, rescheduling, resolving conflicts, and protecting time for important priorities.
- Work closely with other Executive Assistants across offices and time zones to coordinate meetings, rooms, schedules, and executive availability.
- Coordinate internal and external meetings, including meeting rooms, technology, agendas, materials, food, and other logistics.
- Help executives prioritize meetings and requests when schedules become busy or priorities shift.
- Coordinate meetings involving multiple stakeholders across North America, Asia, and other global locations.
Executive & Team Support
- Act as a trusted extension of the VP of Product Development and VP of Product Design.
- Build strong working relationships with executives, employees, other EAs, and key stakeholders throughout the organization.
- Serve as a central point of contact and help ensure information and requests get to the right people.
- Coordinate with the broader EA team to provide coverage and support when other EAs are unavailable.
- Work with the EA supporting the EVP of Design & Development and provide additional executive support when senior leadership is in town.
- When the EVP is visiting, help coordinate his day-to-day needs, including morning check-ins, coffees, meetings, workspace needs, and other onsite support.
Events, Meetings & Onsite Logistics
- Organize meals for large groups, including coordinating lunch for meetings of approximately 30 people and ensuring food arrives on time and in the correct quantities.
- Welcome visiting executives and EAs and coordinate their workspace, meals, schedules, and onsite needs.
- Make sure meeting spaces are fully prepared before attendees arrive.
- Partner with other EAs and internal teams to make sure events run smoothly.
Travel & International Logistics
- Coordinate domestic and international travel for executives, including flights, hotels, transportation, and detailed itineraries.
- Assist with international travel requirements, including researching visa, work permit, and entry requirements.
- Work with experienced EAs and internal resources when additional guidance is needed for international travel requirements.
Communication & Administrative Support
- Serve as a professional and approachable point of contact for executives.
- Draft, organize, and consolidate information for executive communications and team announcements.
- Communicate with internal teams, vendors, customers, partners, and other stakeholders as needed.
- Handle confidential and sensitive information with discretion and professionalism.
- Assist with special projects and other administrative needs as they arise.
Required Experience & Skills
- 5–10 years of Executive Assistant experience supporting senior leaders for a global company
- Strong preference for candidates with career Executive Assistant experience who understand the expectations of supporting senior leadership.
- Experience working in a large, global, or highly matrixed organization
- Demonstrated experience managing complex executive calendars and coordinating with multiple stakeholders.
- Experience working directly with other Executive Assistants ( 5 other EA’s)to coordinate schedules, negotiate meetings rooms, and executive priorities.
- Must be outgoing and approachable; comfortable talking to people, building connections/relationships, and working with a wide range of personalities.
- Must have a flexible and go with the flow personality; adjust when a meeting moves, an executive's schedule changes, or an unexpected request comes up
- Experience to manage complex calendars for two VP-level executives, including scheduling, rescheduling, resolving conflicts, and protecting time for important priorities.
- Must have strong attention to detail – critical
- Prior experience in building strong working relationships with executives, employees, other EAs, and key stakeholders throughout the organization.
- Experience occasionally supporting visiting executives and senior leadership, including bringing coffee, checking in to see if they need anything, and providing general onsite support.
- Experience to organize meals for large groups, including coordinating lunch for meetings of approximately 30 people and ensuring food arrives on time and in the correct quantities.
- Experience coordinating meetings, catering, events, leadership visits, and onsite logistics.
- Experience arranging domestic and international travel; including flights, hotels, transportation, and detailed itineraries ( US and Asia etc)
- Able to assist or learn international travel requirements; researching visa, work permit, and entry requirements.
- Experience with Concur or a similar expense management system.
- Experience to work across different offices, teams, and time zones.
Most important: Soft Skills to be Successful in the role
- Proactive: You anticipate what executives will need instead of waiting to be asked.
- Highly detail-oriented: You catch the small things, especially when managing calendars, travel, expenses, and events.
- Collaborative: You enjoy working with other EAs and know how to communicate, negotiate, and find solutions together.
- Flexible: You can quickly adjust when a meeting moves, an executive's schedule changes, or an unexpected request comes up.
- Relationship builder: You are comfortable building relationships across the organization and becoming a trusted partner to the people you support.
- Resourceful: You may not know the answer immediately, but you know how to find it, ask the right questions, and get things done.
- Service-oriented: You genuinely enjoy making other people's jobs easier and helping executives be successful.
- Comfortable in a global environment: You can coordinate with people in different offices and time zones without getting overwhelmed.
- Outgoing and approachable: You are comfortable talking to people, building connections, and working with a wide range of personalities.
- Positive and flexible: You can go with the flow and maintain a positive attitude when priorities change.
- Ownership mindset: You take responsibility for getting things done and don't need to be constantly directed.
Work Environment & Other Requirements
- Hybrid schedule: Monday–Thursday in office and Friday remote.
- This is an onsite, collaborative environment where the EA will work closely with executives and other EAs.
- The typical working day is generally 9:00 AM–5:00 PM, but executive schedules may vary. The VP of Product Development may occasionally start later or have evening meetings due to global responsibilities; the expectation is not that the EA routinely works late, but they should be comfortable supporting a flexible executive schedule.
- Must be comfortable learning new processes, particularly around international visas, and work permits.
- Must demonstrate professionalism and discretion when handling confidential information.
Why Join Us?
You'll be joining a fun, collaborative, and global team within a creative toy company where people genuinely enjoy working together.
This role provides the opportunity to work closely with two VP-level leaders, collaborate with a broader network of Executive Assistants, and gain exposure to senior leadership, global teams, product development, and product design.
We are looking for someone who wants to be a long-term, trusted partner to the executives they support and who takes pride in making their leaders and teams more effective.
TCWGlobal is an equal opportunity employer. We do not discriminate based on age, ethnicity, gender, nationality, religious belief, or sexual orientation.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
