Executive Administrative Assistant

Executive Administrative Assistant

Full Time, Permanent

Location: Bradford, ON, On-site

Hours: Monday – Friday 8:00 AM – 4:30 PM, with a ½ hour lunch break. Some additional hours may be required during busy periods, planning, or company events.

Salary: Up to $90K

Reports to: President & Vice President

Client

Family-owned company that gained their reputation for quality and built itself a household name in Europe. They provide high quality leisure products that not only look good but also enhance a wearer’s lifestyle.

PERKS:

• Family oriented and happy work environment
• Monday to Friday – day shifts
• Stable company, in business for over 22 years
• Staff discounts!!
• Family environment
• No evening or weekend shifts.
• 2 weeks’ vacation
• Open door policy

Position Overview

Our client is seeking a highly organized and proactive Executive Administrative Assistant to provide high-level, discreet support to the executive team and senior leadership. This role blends white-glove executive assistance with project coordination and strategic partnership, managing executive priorities, communications, and confidential matters while enabling leadership to focus on strategic initiatives and revenue growth.

Key Responsibilities:

Executive Office Support

• Provide comprehensive administrative support to the President and VP & executive team
• Anticipate executive needs and proactively manage tasks to reduce bottlenecks.
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Organize and maintain documents, files, and records (digital and physical). Including Contract Draft, proofread, and edit correspondence, presentations, and reports.
• Monitor deadlines, projects, and initiatives to ensure timely completion.
• Serve as a liaison between executives, staff, clients, and external partners.
• Screen calls, prioritizing and responding on behalf of executives when appropriate.
• Arrange domestic /international travel, including detailed itineraries, accommodations, and transportation.
• Coordinate special events, corporate meetings, and sales and staff meetings
• Anticipation of needs - materials, information and logistical needs in advance of meetings and decisions.

Administration Support for Workforce & Compliance Tasks

• Schedule Health & Safety committee meetings, calendar invites, prepare distribute Ministry approved Template agendas, circulate meeting minutes for review and approval of Committee members.

Administration Support for Workforce & Compliance Tasks

• Provide comprehensive administrative support to the President and VP & executive team
• Anticipate executive needs and proactively manage tasks to reduce bottlenecks.
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Organize and maintain documents, files, and records (digital and physical). Including Contract Draft, proofread, and edit correspondence, presentations, and reports.
• Monitor deadlines, projects, and initiatives to ensure timely completion.
• Serve as a liaison between executives, staff, clients, and external partners.
• Screen calls, prioritizing and responding on behalf of executives when appropriate.
• Arrange domestic /international travel, including detailed itineraries, accommodations, and transportation.
• Coordinate special events, corporate meetings, and sales and staff meetings
• Anticipation of needs - materials, information and logistical needs in advance of meetings and decisions.

Sales Coordination Support

• Coordinate communications related to sales initiatives, campaigns, and project updates.
• Greet retail customers and visitors with professionalism and warmth
• Organize and track sales projects.
• Assist in the preparation and documentation of sales reports.
• Conduct research to support strategic decisions, sales planning, and executive initiatives.
• Compile data, prepare analyses, and provide actionable insights for leadership.
• Coordinate cross-department tasks and follow-ups.
• Support creation of sales presentations and materials.
• Assist with pricing adjustments.
• Schedule Health & Safety committee meetings, calendar invites, prepare distribute Ministry approved Template agendas, circulate meeting minutes for review and approval of Committee members.

Financial / Contract Administrative Tasks

• Onboard new employees: welcome, distribute policy manual, contact & tax forms, and submit to President & payroll provider.

Sales Coordination Support

• Coordinate communications related to sales initiatives, campaigns, and project updates.
• Greet retail customers and visitors with professionalism and warmth
• Organize and track sales projects.
• Assist in the preparation and documentation of sales reports.
• Conduct research to support strategic decisions, sales planning, and executive initiatives.
• Compile data, prepare analyses, and provide actionable insights for leadership.
• Coordinate cross-department tasks and follow-ups.
• Support creation of sales presentations and materials.
• Assist with pricing adjustments.

Financial / Contract Administrative Tasks

• Assist with budgeting, expense tracking, and financial reimbursement for executives
• Oversee internal purchase requests and seek cost-effective supply options
• Liaise with vendors to optimize purchasing decisions
• Maintain organized and confidential digital records, upload Legal contract into management software
• Compile data, prepare analyses, and provide actionable insights for leadership.
• Serve as a liaison between executives, staff, clients, and external partners.

Confidentiality & Organization

• Maintain a high level of discretion with sensitive information.
• Implement and maintain organizational systems to support efficiency and productivity.
• Ensure all executive and sales documentation is accurate, accessible, and up-to-date.
• Manage small-to-medium projects from planning through execution, ensuring alignment with executive priorities.

Skills & Qualifications

• 5+ years of administrative experience, preferably supporting executives
• Proven experience supporting senior executives in a fast-paced environment.
• Discretion and professionalism in handling sensitive & confidential information
• Ability to work independently and manage multiple changing priorities
• Strong organizational, multitasking, and time-management abilities.
• Excellent written and verbal communication skills.
• Proficiency with MS Office, CRM tools, project management software, and document management systems.
• High attention to detail, accuracy, and professionalism.
• Ability to manage confidential and sensitive information discreetly.
• Experience in sales administration or coordination is an asset.
• Proactive, adaptable, and able to anticipate executive needs.
• Proficiency in Microsoft Office Suite and document management systems