Executive Assistant

Job Summary

The Executive Assistant provides best-in-class executive support, and acts as a key partner in driving team effectiveness, enabling high-quality decision-making, and supporting the governance and execution of critical business priorities.

The incumbent is at the center of the team’s activities—helping prepare for Board and committee meetings, supporting leadership presentations, coordinating key planning cycles, and contributing to the rhythm of the business. The person’s ability to anticipate needs, bring structure to complexity, and ensure execution will directly impact the performance of the Finance function.

The incumbent supports the Vice-President (VP) Financial Planning and Chief Internal Audit, as well as their respective teams.

Main Responsibilities

Executive and Team Support – 50%

·Provide administrative support to the VP Financial Planning and Chief Internal Audit, as well as their Finance leadership team

·Manage complex calendars, ensuring alignment with priorities and optimizing time allocation

·Act as a central coordination point across the Finance leadership team to ensure alignment and execution of key priorities

·Coordinate internal and external meetings, including logistics, materials, and follow-ups

·Manage email correspondence, including prioritization and drafting responses

·Arrange domestic and international travel, including itineraries if applicable

·Support the preparation of Board and Board Committee materials, ensuring accuracy, quality, and timeliness

·Support the issuance of Audit reports

·Assist in the development and refinement of executive-level presentations (, strategic reviews, performance updates)

·Contribute to governance processes tied to the delivery of the business plan by coordinating activities and deliverables for the Operating Committee

·Coordinate Semi – Annual Audit Plan update meetings and document preparation

·Help maintain the operating cadence of the Finance function (monthly reviews, quarterly business reviews, planning cycles)

·Support the onboarding process of new staff

Performance Enablement and Office Coordination – 50%

·Prepare organizational charts and map processes within the function

·Plan and coordinate townhalls, learning & development days for the Financial Planning and Internal Audit teams

·Process invoices and ensure payments are completed within deadlines

·Act as general office administrator in purchasing office supplies, maintaining organized stock rooms and acting as a SharePoint Administrator

·Maintain and update email distribution lists

·Help foster strong engagement within the Finance function through well-executed events and communications

·Ensure support for ad-hoc projects in Financial Planning and Internal Audit

Working Conditions

The role has standard working conditions with a regular workweek from Monday to Friday. The incumbent is required to move and organize office supplies approximately 10% of the time. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure and manage stress.

Requirements

Experience

Administrative and Office Management

·Minimum 7 years of administrative or office management experience

Education/Certification/Designation

·College Degree

Competencies

·High level of discretion and judgement around sensitive and confidential information

·Proven experience supporting senior executives in a fast-paced, complex environment

·Exceptional organizational skills with strong attention to detail

·High level of agility and ability to manage competing priorities with composure

·Strong judgment, discretion, and professionalism

·Collaborates with key stakeholders to enable higher productivity

·Inspires others with impactful communications and adapts to the audience

·Excellent written and verbal communication skills

·Ability to synthesize information and contribute to high-quality presentations

·Proactive mindset with a strong sense of ownership and accountability

Technical Skills/Knowledge

·General Computer skills

·Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Outlook, Teams)

·Systems, Applications and Products (SAP)

·SharePoint