Administrative Assistant

Job summary

Provide administrative support to the CEO and other executives, including calendar and meeting coordination, communications, expense reporting, and preparation of documents and presentations. Coordinate board, shareholder, executive, and strategic planning materials, administer BoardVantage content, and oversee reception and visitor support.

Job details

About the Opportunity Provide comprehensive administrative assistance to the President & CEO, including preparing high-quality documents and presentation materials, managing the CEO's calendar, and ensuring all communications and inquiries are handled efficiently. Arrange and coordinate meetings, including detailed logistics, scheduling, and catering for both internal and external meetings, ensuring all participants are well-informed and prepared. Assist the Corporate Secretary with the meticulous coordination of items related to board and shareholder meetings, ensuring all materials are prepared and distributed promptly. Support the CEO in the detailed coordination, planning, and delivery of the Strategic Plan and associated planning sessions, including organizing files, work products, and materials used in strategic initiatives. Provide dedicated administrative support to other executives, including the VP, Corporate Secretary and Governance Officer, and VP, Human Resources and Facilities, ensuring their administrative needs are met promptly and efficiently. Manage the collection, compilation, and distribution of materials for executive meetings and regulatory bodies, ensuring accuracy and completeness of all documents. Oversee the reception area, greet visitors warmly, handle incoming packages, and stay informed on Health & Safety/Emergency procedures to ensure a safe and welcoming environment. Prepare detailed expense reports for the CEO, ensuring all expenses are accurately recorded and submitted promptly. Ensure the corporate calendar is meticulously maintained and up to date, coordinating with various departments to avoid scheduling conflicts. Administer and upload materials to BoardVantage, compiling the Board book for Board and Board Committees, and ensuring all materials are accessible and well-organized. About You: Bachelor's degree or equivalent experience in a related field. Minimum of 3 years of experience in an executive assistant or similar role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with BoardVantage or similar board management software. Excellent verbal and written communication skills. Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities. Ability to interact professionally with all levels of the organization and external stakeholders. High level of discretion and confidentiality in handling sensitive information. Strong problem-solving skills and attention to detail. Ability to adapt to changing priorities and work effectively under pressure.

What you’ll do

Provide administrative support to the CEO and other executives, including calendar and meeting coordination, communications, expense reporting, and preparation of documents and presentations. Coordinate board, shareholder, executive, and strategic planning materials, administer BoardVantage content, and oversee reception and visitor support.

Requirements

A bachelor's degree or equivalent experience in a related field and at least three years of experience in an executive assistant or similar role are required. Candidates should be proficient in Microsoft Office and board management software, with strong communication, organizational, confidentiality, problem-solving, and prioritization skills.

Listed skills

• document preparation · Preferred
• Microsoft Office · Preferred
• written communication · Preferred
• Organization · Preferred
• Time management · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Calendar Management
• Meeting Coordination
• Document Preparation
• Board Meeting Coordination
• Board Management Software
• Microsoft Office
• Written Communication
• Verbal Communication
• Organization
• Time Management
• Confidentiality
• Problem-Solving
• Attention to Detail
• Expense Reporting
• Stakeholder Relations

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Security & Safety

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