Executive Assistant (C-suite support)

Job summary

The Executive Assistant will manage complex business calendars, international travel logistics, and corporate expense reporting while providing high-level administrative support to the CEO. They will also act as a liaison for internal and external stakeholders and handle sensitive corporate and personal documentation with discretion.

Job details

We are hiring an Executive Assist to the CEO, based in the Greater Toronto Area. Egis is a leading international engineering, consulting, and infrastructure firm undergoing rapid and strategic growth in the Americas. At Egis, every project is an opportunity to create lasting impact. We collaborate with public and private clients to design and deliver innovative transportation, aviation, rail, transit, water, structural, environmental, and infrastructure solutions that connect communities and improve everyday life. This is an opportunity to join a team where innovation is encouraged, collaboration is valued, and your work helps build a more sustainable future. Job Description We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the CEO of our Americas Region. This is a high visibility role in a dynamic and rapidly growing region of a leading international firm. Executive Support: Manage a complex business calendar, including scheduling meetings, coordinating appointments, and handling last-minute changes across multiple time zones. Coordinate all business travel arrangements (flights, accommodations, ground transportation, visa requirements, itineraries), which may require after-hours support for last-minute changes. Prepare, process, and reconcile corporate expense reports in a timely and accurate manner. Liaise professionally with internal teams, clients, and stakeholders on behalf of the CEO, working closely with the CEO's Chief of Staff. Manage the CEO's administrative tasks, exercising professional judgment and discretion in handling sensitive corporate and personnel-related matters. Prepare, review, format, and coordinate executive-level documents, presentations, and correspondence aligned with Egis' internal governance standards, in coordination with the CEO's Chief of Staff. Prepare briefing packs and background notes ahead of key meetings (bios, agendas, prior actions). Coordinate logistics for recurring executive meetings (scheduling, agendas, pre-read distribution). Assist with logistics for executive events, conferences, and site/client visits, including conference registrations, professional memberships, sponsorships, and speaking-engagement coordination. Route documents for signature and approval (DocuSign, POs, invoices) and track completion. Maintain organized and confidential filing in SharePoint/Teams. Other duties as may be assigned, including liaising with embassies, consulates, immigration authorities, and third-party agencies to facilitate visa approvals and resolve issues. Personal Assistance: Track and monitor expiration/renewal dates for personal documentation such as driver's license, multiple international visas/passports, etc. Handle ad hoc personal errands and special projects as assigned, ensuring confidentiality and discretion at all times. Qualifications Minimum 5 years of experience supporting C-level executives in a combined business and personal assistant capacity. Demonstrated experience with processing visa applications for multiple countries, with a focus on individuals without Canadian, US or European passports. In-depth knowledge of international immigration procedures, documentation requirements and embassy protocols. Proven ability to manage complex calendars and international travel logistics. Excellent organizational and time-management skills with a high attention to detail. Discretion and sound judgment in handling confidential and sensitive information. Strong written and verbal communication skills with comfort in communicating with an international audience. Proficiency in Microsoft Office Suite and familiarity with modern productivity tools. Ability to adapt quickly, multitask effectively, and thrive in a fast-paced multicultural environment. French language proficiency is considered an asset. Must be legally eligible to work in Canada and able to travel occasionally, if required. Additional Information We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application. At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process. Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. The salary range advertised may exceed the range based on several factors, including relevant education, qualifications, certifications, experience, skills, geographic location, performance, and business or organizational needs.

What you’ll do

The Executive Assistant will manage complex business calendars, international travel logistics, and corporate expense reporting while providing high-level administrative support to the CEO. They will also act as a liaison for internal and external stakeholders and handle sensitive corporate and personal documentation with discretion.

Requirements

Candidates must have at least 5 years of experience supporting C-level executives, including demonstrated expertise in international visa and immigration processes. Strong organizational skills, proficiency in Microsoft Office, and the ability to thrive in a fast-paced, multicultural environment are essential.

Benefits

• Competitive salary

Listed skills

• Time management · Preferred
• document preparation · Preferred
• Attention to detail · Preferred
• Teams · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Travel logistics
• Expense reporting
• Visa application processing
• Immigration procedures
• Document preparation
• Communication
• Time management
• Attention to detail
• Discretion
• Microsoft Office Suite
• SharePoint
• Teams
• Multitasking
• French language proficiency

Job areas

• Administrative
• Management & Leadership
• Consulting
• Engineering
• Transportation