Executive Assistant

POSITION SUMMARY:

The Executive Assistant provides reliable, high‑quality administrative and operational support to assigned executives and/or leadership teams. This role is designed for an early‑career or developing Executive Assistant and focuses on strong execution, attention to detail, and responsiveness, while building foundational skills in executive support within a professional corporate environment.

The Executive Assistant works with guidance and direction, escalating appropriately and partnering closely with the Executive Assistant team to ensure smooth day‑to‑day support and consistent service delivery.

PRINCIPAL ACCOUNTABILITIES:

Executive & Administrative Support

• Provide administrative support to assigned executive(s) to ensure calendars, meetings, and daily activities are organized and accurate.
• Support executives by coordinating routine internal and external meetings and maintaining schedules under guidance.
• Assist with preparation of meeting materials, agendas, presentations, and follow‑up actions as requested.
• Maintain professional, timely communication with internal stakeholders and redirect more complex inquiries to senior EAs.

Calendar & Meeting Management

• Support executive calendar management, including meeting requests, scheduling adjustments, and confirmation of logistics.
• Assist with managing meeting conflicts and prioritization, escalating decisions where appropriate.
• Ensure executives are prepared for meetings with accurate schedules and required materials.

Travel & Expenses

• Coordinate domestic and international travel arrangements in accordance with company policies, including flights, hotels, ground transportation, and itineraries.
• Ensure travel documentation, itineraries, and supporting details are complete and shared in advance.
• Escalate complex, high‑volume, or last‑minute travel arrangements to senior administrative colleagues as required.
• Prepare and submit expense reports accurately and on time using designated systems, ensuring receipts and documentation are complete.
• Track expense approvals and follow up as instructed.
• Escalate exceptions, complex reimbursements, or policy questions to Executive Assistant II or the EA Team Lead.

Communication & Coordination

• Act as a professional point of contact for internal stakeholders and external parties, responding to routine inquiries and redirecting more complex matters appropriately.
• Support information flow between executives, teams, and business partners while maintaining discretion and confidentiality.
• Draft routine correspondence and communications on behalf of executives for review and approval.

Team & Administrative Support

• Partner with other Executive Assistants to ensure consistent coverage, shared standards, and collaborative support.
• Provide backup coverage to other EAs during absences or peak periods as required.
• Support ad‑hoc administrative projects, events, and initiatives coordinated by the EA team or Head of Administration.

EXPECTED COMPETENCIES:

• 1–3 years of administrative or coordinator‑level experience, ideally in a corporate or professional services environment.
• Prior experience supporting senior leaders is an advantage but not required for entry into the role.
• Strong organizational skills with attention to detail and accuracy.
• Professional written and verbal communication skills.
• Ability to manage multiple tasks, meet deadlines, and respond calmly to changing priorities.
• Sound judgment in escalating issues and handling sensitive information.
• Strong interpersonal skills and a collaborative, service‑oriented mindset.
• Proficiency in Microsoft Office tools (Outlook, Word, PowerPoint, Excel) and virtual meeting platforms.

We are an equal opportunity employer.  We provide equal opportunity to all applicants and employees regardless of race, colour, religion, national origin, age, sex, sexual orientation, gender identity, marital status, pregnancy, disability, military status or other legally protected categories.