Executive Assistant to the President & CEO

Original job posting

The Executive Assistant provides high-level administrative support to the President and CEO, including managing complex schedules, travel logistics, and executive communications. They also serve as a primary point of contact for stakeholders and assist with research, document preparation, and process improvements.

Job details

We are seeking a highly organized Executive Assistant to provide dedicated support to the President and CEO. This role is responsible for managing complex schedules, coordinating meetings, arranging travel, handling executive communications, and ensuring the smooth operation of the Executive Office. The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment and discretion, and anticipates executive needs with professionalism and efficiency. Key Responsibilities Provide high-level administrative support to the President and CEO. Manage complex calendars, appointments, and scheduling priorities, ensuring effective time management and alignment with business objectives. Coordinate and schedule internal and external meetings, including preparation of agendas, meeting materials, and follow-up actions. Arrange domestic and international travel, including flights, accommodations, transportation, itineraries, and related logistics. Manage executive correspondence, emails, phone calls, and communications, ensuring timely responses and appropriate prioritization. Serve as a key point of contact between the President and CEO and internal and external stakeholders. Prepare, edit, and format presentations, reports, correspondence, and other business documents. Maintain confidential records, files, and executive documentation with a high level of accuracy and discretion. Support the planning and coordination of executive meetings, corporate events, and leadership activities. Conduct research and compile information to support executive decision-making and strategic initiatives. Translate business correspondence, presentations, and communications between French and English as required. Anticipate executive needs and proactively resolve administrative issues to ensure seamless operations. Review administrative processes and recommend improvements to enhance efficiency and effectiveness within the Executive Office. Assist members of the Executive Team as occasionally required. Qualifications Minimum of 3 years of experience supporting senior executives, preferably at the C-suite level. Proven experience managing complex calendars, meetings, and executive travel arrangements in a fast-paced environment. Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and virtual meeting platforms. Strong organizational, planning, and time management skills, with the ability to manage multiple priorities and tight deadlines. Excellent verbal and written communication skills with a professional and polished approach. Strong research, analytical, and problem-solving abilities. High level of discretion, professionalism, and confidentiality when handling sensitive information. Awareness of cybersecurity best practices and familiarity with modern workplace technologies, including generative AI tools. Demonstrated initiative, resourcefulness, and the ability to anticipate and respond to executive needs. Excellent interpersonal skills and the ability to build effective relationships with internal and external stakeholders. Why Join Us? This is an exciting opportunity to work closely with the President and CEO of a dynamic and growing organization, playing a key role in supporting executive leadership and contributing to business success. You will be part of a collaborative team environment where professionalism, initiative, and excellence are valued and recognized.

What you’ll do

The Executive Assistant provides high-level administrative support to the President and CEO, including managing complex schedules, travel logistics, and executive communications. They also serve as a primary point of contact for stakeholders and assist with research, document preparation, and process improvements.

Requirements

Candidates must have at least 3 years of experience supporting senior executives and possess advanced proficiency in Microsoft 365 applications. Strong organizational, communication, and problem-solving skills are required, along with the ability to maintain confidentiality and handle sensitive information.

Listed skills

• Communication · Preferred
• Microsoft 365 · Preferred
• Time management · Preferred
• Problem solving · Preferred
• interpersonal skills · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Travel coordination
• Communication
• Microsoft 365
• Time management
• Organizational skills
• Research
• Problem-solving
• Discretion
• Professionalism
• Cybersecurity awareness
• Generative AI
• Interpersonal skills
• Bilingual communication

Job areas

• Administrative
• Management & Leadership
• Logistics
• Transportation