Administrative Assistant

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. This position for employment is for a current vacancy with Highspring’s client. Please note that Vaco/Highspring is regularly asked to provide talent to other organisations. By submitting to this position, you agree to be included in our talent pool for future hiring for similarly qualified positions. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including, but not limited to, the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organisational needs. Salary ranges will be disclosed where required by law. The individual may also be eligible for discretionary bonuses and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan (or similar retirement benefits). Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be conducted by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Provide comprehensive administrative support to the CEO and other senior executives, including calendar management and document preparation. Manage board and shareholder meeting logistics, oversee the reception area, and coordinate strategic planning materials.

Requires a bachelor's degree or equivalent experience and at least 3 years of experience in an executive assistant role. Proficiency in Microsoft Office and board management software like BoardVantage is essential.

• Medical Insurance • Dental Insurance • Vision Insurance • 401(k) Retirement Plan • Discretionary Bonuses

• Time managementPreferred
• Problem solvingPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Executive Support
• Microsoft Office Suite
• BoardVantage
• Written Communication
• Verbal Communication
• Time Management
• Problem Solving
• Confidentiality
• Expense Reporting
• Meeting Coordination
• Strategic Planning Support

• Administrative
• Management & Leadership
• Human Resources
• Retail
• Sales

Minimum education

Bachelor’s degree

Minimum experience

2+ years

Apply by

Sep 3, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Mid-Senior level

Application method

Direct apply is available