Executive Assistant

he Executive Assistant is responsible for delivering senior-level administrative support to the President, executives, and key personnel in the corporate office.

The ideal candidate will thrive in a dynamic, fast-paced environment and possess strong organizational and problem-solving skills.

While the day-to-day responsibilities vary dramatically, the position is a critical component in supporting the diverse needs of the Executive.

Maturity, curiosity, creative problem solving, good judgement, and the ability to work as part of a team are all essential for success in this role.

What you will be responsible for :

• Manage the President and key executive’s calendar, ensuring effective and efficient use of time in alignment with preferences and priorities.
• Perform a full range of executive and administrative support services for both the President as well as other key executives including, drafting various communications and documentation, preparing reports, creating presentations, and maintaining highly confidential information.
• Working with the President to help prioritize action items, including business strategies and opportunities - recognizing when priorities are competing and working to resolve those issues.
• Assuming the day-to-day responsibility of following up on assigned action items, duties, and projects to drive accountability and overall effectiveness.
• Maintain organized and effective filing systems for requisite binders and folders that are clear, concise and in alignment with the President and key executive’s preferences.
• Oversee the coordination of important documentation to ensure timely delivery to / from key stakeholders in alignment with and adherence to scheduled meetings.
• Arrange and coordinate meetings, and conference calls.
• Ensure all technology requirements are met (including video conferencing, scanning / printing, etc.) prior to any scheduled meetings.
• Attend and compile accurate meeting minutes and action items; specifically, the indexing of Board meeting minutes on behalf of the President.
• Coordinate and book domestic and international travel for the President and key executives in alignment with the corporate flight operations team.
• Manage the reconciliation of corporate credit cards, including coordinating the review, approval and data entry of receipts and statement information.
• Act as a point of contact between the President, executives, as well as internal colleagues / external stakeholders while fostering positive relationships.
• Support, track, or lead corporate initiatives and projects as required.

What you will bring :

• A minimum of five (5) years in an Executive Assistant or Senior Administrative Assistant role.
• Post-secondary education in administration or related field is an asset.
• A valid class 5 driver’s license, clean drivers abstract, and operational vehicle are required.
• Ability to maintain privacy and confidentiality at all times, exercise diplomacy, discretion and respect boundaries.
• Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook and Apple products.
• Knowledge of video conferencing tools (including Zoom, MS Teams).
• Highly organized with excellent time management skills with the ability to set, commit to and meet deadlines.
• Service-oriented, pro-active, self-starter with an excellent attention to detail.
• Excellent communication (both written and verbal) and solid interpersonal skills that allow one to work effectively in a diverse working environment.
• Ability to liaise and communicate effectively with all levels of executive, staff and external stakeholders.
• Ability to work under pressure and adapt to changing Executive and business needs.
• Flexibility required with schedule availability for evenings, weekends, holidays, and additional hours on an as requested basis.

What you will receive :

• Compensation within the range of $90,000-$120,000 dependent upon experience
• Comprehensive benefits
• Excellent corporate culture
• Growth opportunities!
10 days ago