Executive Administrative Assistant

ROLE

The Executive Administrative Assistant is a key support role within the Corporate Head Office, reporting to the Executive Management team and supporting with needs within the senior leadership team. The role includes calendar and travel management, meeting coordination, document preparation, and confidential correspondence. As a key representative of the Executive Management Team, the Executive Administrative Assistant must consistently demonstrate professionalism, discretion, and a high standard of service in all interactions, internal and external. This role requires the ability to communicate effectively and respectfully with internal and external stakeholders, reflecting the values and image of the executive office.

RESPONSIBILITIES

- Provide direct administrative support to the EMT and Senior Leadership Team.

- Manage executive calendars and coordinate meetings, seminars, workshops, and events.

- Arrange travel schedules, book accommodations, and prepare itineraries.

- Prepare and edit reports, presentations, and correspondence using Microsoft Office and Adobe.

- Always maintain confidentiality.

- Complete expense reports, visa reconciliations, and accounts payable coding.

- Support special projects and staff events across departments.

- Continuously seek opportunities to improve processes.

EDUCATION, TRAINING & EXPERIENCE

- 3–5 years of recent related experience in an executive assistant capacity.

- Administrative Assistant certificate or diploma from a recognized institution preferred.

- Experience supporting executive and senior management teams.

- Strong knowledge of general office procedures, including procurement, travel arrangements, calendar management and report preparation.

SKILLS & ABILITIES

- Excellent written and verbal communication skills across all levels of the organization.

- High attention to detail and ability to maintain confidentiality.

- Flexible and adaptable to changing priorities and schedules.

- Forward-thinking with strong problem-solving skills.

- Strong organizational and time management skills.

- Ability to work independently and collaboratively in a fast-paced environment.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams); IT savvy.

- Willingness to support other departments as needed.

- Experience with marketing and event coordination is an asset.

Job Types: Full-time, Permanent

Pay: $80,000.00-$100,000.00 per year

Benefits:

- Casual dress

- Company events

- Dental care

- Disability insurance

- Employee assistance program

- Extended health care

- Life insurance

- On-site parking

- Paid time off

- RRSP match

- Vision care

- Wellness program

Work Location: In person