We’re seeking a proactive Executive Assistant to support our client’s executive team in Toronto. The ideal candidate brings experience in or exposure to the mining sector and a strong grounding in finance. You’ll blend classic excellence (calendars, travel, board coordination) with hands-on support for budgeting, reporting, investor materials, and vendor/admin workflows common in mining.
What You’ll Do
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Executive support: Own complex calendars, meeting prep/follow-ups, and inbox triage across time zones; coordinate with site leaders and external partners.
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Board & investor materials: Assist with drafting, formatting, and assembling board decks, earnings/quarterly updates, and press-ready documents; manage version control and data rooms.
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Finance operations: Track expenses and POs, reconcile corporate cards, prepare accruals summaries, assist FP&A with actuals vs. budget rollups, and maintain key finance calendars (month/quarter close, audit).
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Document & data stewardship: Maintain accurate files (contracts, MSAs, NDAs, permits), organize NI 43-101/technical report timelines with SMEs, and ensure consistent naming/archiving.
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Travel & logistics: Coordinate multi-leg travel to mine sites, conferences (PDAC and others), visas/permits, and safety/compliance documentation.
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Meeting readiness: Build agendas, capture minutes, track actions/owners, and ensure briefings contain the right KPIs (production, AISC, capex, project milestones).
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Vendor & stakeholder coordination: Liaise with banks, auditors, legal counsel, IR, and site admin; shepherd signatures and approvals.
Requirements
- 3–6+ years as an Executive
Assistant or Chief-of-Staff-style coordinator; at least some exposure to
mining, energy, or heavy industry. - Comfortable with budgets, invoices, accruals, and basic analysis in
Excel/Sheets (LOOKUPs, pivots); able to quality-check numbers and flag
anomalies. - Crisp writing and presentation
skills; can turn rough notes into polished slides and concise briefs. - Expert with Microsoft
365/Google Workspace; strong PowerPoint and Excel; expense and travel
tools (e.g., Concur/Expensify); e-signature and data room platforms (e.g.,
DocuSign, SharePoint/Box). - Exceptional attention to
detail, confidentiality, and follow-through; thrives in fast-moving,
deadline-driven environments. - Handles sensitive financial and corporate information with care.
Benefits
