Executive Administrative Assistant

Medtronic•Brampton, ON

3d•CA$72,800 - CA$91,000•Hybrid

About The Position

The Executive Administrative Assistant serves as the strategic right-hand and trusted extension of the VP & President, Canada. This role goes beyond traditional administrative support by maximizing executive productivity, protecting leadership focus, managing complex calendars and communications, coordinating travel and meeting operations, and supporting confidential business activities with exceptional judgement and discretion. The position is central to the Canada leadership operating rhythm, including business review meetings, Canada Leadership Team meetings, action-register management, executive communications, and as-needed support for two Brampton-based Sales Leaders.

Requirements

Requires advanced practical knowledge within a specific discipline typically gained through extensive work experience and/or education.
Strong working knowledge of Microsoft 365 tools and collaboration practices, including Outlook, Teams, Word, Excel, PowerPoint, OneNote/Loop, SharePoint, and OneDrive.
Minimum of 6 years of relevant experience.
Demonstrated experience managing complex calendars, senior-level meetings, confidential information, travel, expenses, and cross-functional stakeholder coordination.
Experience maintaining meeting notes, action logs, trackers, follow-up registers, or similar operational tools that support leadership accountability and execution.
Exceptional calendar management, prioritization, and meeting coordination skills; able to balance competing requests and escalate appropriately.
Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaborative digital workspaces; able to create polished, accurate, and executive-ready materials.
Strong action-register discipline, including capturing decisions, tracking owners and due dates, following up proactively, and reporting status clearly.
Excellent written and verbal communication skills with the ability to interact professionally with senior leaders, sales leaders, customers, vendors, and cross-functional partners.
High degree of discretion, professionalism, judgement, and confidentiality when handling sensitive business information.
Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
Proactive, service-oriented mindset with a focus on anticipating needs, removing friction, improving processes, and enabling leadership effectiveness.

Nice To Haves

Post-secondary education in business administration, office administration, communications, or a related discipline is preferred.
Microsoft 365, project coordination, or meeting facilitation training/certification is an asset.
Experience supporting senior commercial, sales, finance, or general management leaders in a matrixed organization.
Experience supporting leadership team meetings, business reviews, sales meetings, national events, or executive offsites.
Ability to build simple dashboards, trackers, or status summaries in Excel or Microsoft 365 tools.
Comfort working in a hybrid environment and coordinating support across multiple leaders and locations, including Brampton-based sales leadership support as needed.
Strong ability to improve meeting cadence, communication flow, and leadership follow-through through disciplined planning and execution.

Responsibilities

Manages a complex executive calendar with strong attention to business priorities, meeting purpose, attendee needs, preparation requirements, travel impacts, and time zone considerations.
Plans, schedules, and coordinates leadership meetings, business reviews, customer/internal engagements, conference participation, and team events, including agenda development, logistics, materials, minutes/notes, and post-meeting follow-up.
Screen and triage inquiries, coordinate responses, draft and edit emails, internal memos, leadership messages, and executive correspondence on behalf of the VP & President as appropriate.
Maintains and coordinates action registers for business review meetings and Canada Leadership Team meetings, tracking decisions, owners, due dates, dependencies, risks, and completion status; proactively follows up with accountable leaders to support timely execution.
Prepares and formats high-quality materials using Microsoft 365 applications, including PowerPoint presentations, Excel trackers/reports, Word documents, Teams/meeting resources, OneNote/Loop notes, and SharePoint/OneDrive file organization.
Supports effective meeting operations by managing invites, room/virtual meeting set-up, pre-reads, agenda inputs, attendance needs, action capture, and distribution of follow-up materials.
Provides as-needed administrative support to two Sales Leaders located in Brampton, balancing support needs against VP/Canada leadership priorities and aligning on expectations, timing, and deliverables.
Coordinates domestic and international travel and logistics, itinerary planning, timely expense submission, and reconciliation through Concur and applicable Medtronic systems.
Gathers, compiles, consolidates, and reports information relevant to leadership priorities, including updates from Excel files, internal systems, meeting outputs, and cross-functional stakeholders.
Coordinates and supports regional, divisional, and Canada-wide events, including National Sales Meeting preparation, leadership offsites, recognition activities, and team engagement programs as required.
Administers vendor/supplier set-up in applicable AP systems and coordination with cross-functional support teams.
Maintains organized digital and physical filing systems, document repositories, contact lists, distribution lists, and team resources to support efficient information flow.
Handles confidential and sensitive information with discretion, professionalism, and sound judgement.
Collaborates with cross-functional support teams and administrative colleagues across regions to share best practices and support consistent execution.
Support special projects, research requests, data compilation, presentation preparation, large-scale company events, leadership offsites, and cross-functional initiatives that require coordination, confidentiality, and disciplined execution.