Executive Coordinator

Full-time, Permanent


5 days ago in Administrative and Office Support

Job Description:

Our client, a boutique insurance firm specializing in wealth succession planning requires an Executive Coordinator to join their team. This highly collaborative role will be part of the Corporate Services team that delivers exceptional support and coordination for the firm’s Toronto-based Partners and select advisory staff. We do whatever is needed to make our partners successful. This role will undertake a wide range of executive support functions as part of a highly integrated team. This requires a strong attention to detail, ability to manage conflicting priorities with a sense of urgency, meticulous preparation of materials, and a commitment to excellence. Especially valued is the ability to ‘think it through and get things done’ in coordination with the team. This role works primarily on-site at our Toronto office with some remote work, to be coordinated with the advisors.


  • Manage the schedules and agendas of the partner’s meetings and calls and ensure that all commitments are met. Schedule meetings, set-up remote video sessions and calls and communicate the agenda clearly with all meeting participants.
  • Keep the partners organized, help them with their calls and commitments so that nothing is missed. Evaluate commitments and follow-up of necessary tasks. Work closely with the wider team to ensure immaculate accuracy and timely delivery.
  • As part of keeping the partners organized ensure that their commitments, notes, and dictations are updated in SalesForce CRM.
  • Assist as needed with various administrative duties in support of running the office and other duties as assigned including booking travel, handling calls, etc. From time to time assist the partners with non-firm tasks and projects.
  • This environment is dynamic and fast-paced and rewards anticipation, self-leadership, and mature, sound judgement. The incumbent is expected to coordinate closely and work autonomously to drive tasks and duties to completion.


  • 5+ years of professional experience working in a similar role with high-performing sales and executive teams, preferably in financial services.
  • Demonstrable ability to drive multiple tasks and small projects to timely completion in a dynamic team environment, working with and through specialists. Strong abilities around scheduling, coordination and organizing. Ability to propose recommendations and ideas to improve the functioning of the office.
  • Demonstrated expert-level communications skills, both written and verbal, ability to capture and present information clearly and concisely.
  • Ability to quickly learn, adapt, and bring into practice new knowledge and skills. Demonstrated problem-solving skills, and basic project management experience.
  • Demonstrated ability to build trusted professional relationships and coordinate across a team and with clients.
  • Working knowledge of SalesForce CRM, strong expertise with MS Office products.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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