Executive Assistant to CEO

Job description

Company Description:

Xediton is a small specialty pharmaceutical company with a focus on meeting the needs of patients, physicians and partners. We are located in Oakville, Ontario. We are committed to bringing innovative and established medicines to the Canadian market while fostering a collaborative, entrepreneurial, and people-focused work environment. As a growing organization, we are looking for individuals who thrive in a fast-paced environment, enjoy taking ownership of their work, and are passionate about supporting the success of the business.

About the Role:

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to our internal management team.

This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities while maintaining a high level of confidentiality. The successful candidate will play a key role in ensuring the efficient day-to-day operation of the executive office and supporting company initiatives.

Job Description & Key responsibilities:

• Provide support to management across a full range of administrative functions including identifying and taking responsibility for all administrative matters.
• Maintain confidentiality of corporate information and discuss only with designated management team
• members.
• Manage inbound emails and tasks. Handle, screen and redirect incoming executive phone calls.
• Draft and prepare correspondence, emails, reports and create PowerPoint presentations as required.
• Compile up- to-date information for management; reports may include sales reporting, etc.
• Arrange appointments and meetings; Oversee boardroom bookings, coordinate calendars and schedule meetings.
• Manage and coordinate domestic and international travel arrangements in accordance with company
• policies and prepare expense reports.
• Prepare meeting agendas, compile briefing materials, and track action items and deliverables
• Attend management meetings; Transcribe and distribute meeting minutes.
• Assist management with the ongoing monitoring and analysis of budgets and expenditures and
• completes report as required.
• Assist with meeting planning; research logistics and set-up for both internal and external events; manage food orders from outside caterers; process invoices, manage budgets and identify opportunities for savings.
• Provide support with any special or internal projects.
• Greet visitors in a professional and courteous manner.
• Prepare and organize company activities including social activities.
• Complete other tasks as requested.

Skills & Qualification

The successful candidate is a highly motivated, enthusiastic and dynamic team player who is resourceful and dedicated and has competencies in adapting to changing environments.

Competencies:

• University degree or college diploma in Business Administration or a related field is preferred.
• A minimum of four (4) years of experience as an Executive Assistant supporting senior executives is required.
• Proficient computer skills, which would include Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Excellent communication skills (written and oral)
• Experience and familiarity with an office environment
• Strong analytical and problem-solving skills
• Developed interpersonal skills, good team player
• Superior organizational skills, with the ability to prioritize and handle multiple tasks and deadlines, works well under pressure and has a sense of urgency
• Maintain a high degree of accuracy and attention to detail
• High level of confidentiality. discreet (you will be privy to confidential information)
• Warm, energetic and engaging personality.

Salary Range: $75,00 - $85,000 per annum

While we appreciate the interest of all applicants, only candidates selected for an interview will be contacted. Xediton Pharmaceuticals Inc. is committed to fostering an inclusive and accessible workplace. Accommodations are available throughout the recruitment and selection process upon request. We review all applications through a fair, human-led process and do not use artificial intelligence (AI) to screen or make hiring decisions on resumes.