Executive Assistant to the President

ZEISS Group•Toronto, ON

20h•CA$73,000 - CA$92,000•Onsite

About The Position

The Executive Assistant to the President serves as a trusted partner to the President, providing high-level executive, operational, and project support that enables organizational effectiveness and execution of key business priorities. This role acts as the central coordination point for the President's Office, ensuring alignment across stakeholders, managing initiatives, supporting executive communications, and enhancing employee engagement and workplace experiences. Operating at the intersection of executive administration, project management, communications, and organizational coordination, the incumbent anticipates business needs, drives follow-through on critical initiatives, and fosters collaboration across the organization. The role requires exceptional judgment, discretion, executive presence, and the ability to manage multiple priorities in a dynamic environment. The role serves as the central coordination point for the President's Office and acts as the first point of contact for guests and visitors, helping create a professional and welcoming workplace experience while supporting executive priorities and initiatives.

Requirements

Bachelor's degree in Business Administration, Communications, Project Management, Public Relations, or a related discipline preferred.
Minimum 3-5 years of progressive experience supporting senior executives, executive offices, or business operations.
Demonstrated experience coordinating projects, initiatives, and cross-functional activities.
Experience preparing executive presentations, reports, and professional communications.
Strong business acumen and understanding of organizational operations.
Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
A valid driver's license and access to reliable transportation are considered assets to support travel requirements associated with the role.
Advanced proficiency in Microsoft 365 applications, including Outlook, MS Teams, Word, Excel, PowerPoint, and SharePoint.
Proven ability to maintain confidentiality and exercise sound judgment in sensitive situations.

Nice To Haves

Occasional evening or early morning attendance at company events, meetings, or executive functions.
Ability to thrive in a fast-paced, dynamic environment with frequently changing priorities and deadlines.
Occasional travel may be required to support business needs, including meetings, training, and other company-related activities. Travel may involve air or ground transportation.
Usually, normal office working conditions.
Physical demands include a considerable amount of time sitting and typing, using a computer (e.g., keyboard, mouse, and monitor).

Responsibilities

Manage the President's calendar, priorities, travel arrangements, and executive scheduling requirements.
Coordinate leadership meetings, business reviews, town halls, strategic planning sessions, and executive events.
Prepare agendas, briefing materials, presentations, meeting notes, and follow-up action plans.
Monitor and track executive commitments, ensuring timely completion of deliverables and action items.
Serve as a key liaison between the President, Executive Leadership Team, employees, customers, and external stakeholders.
Handle highly sensitive and confidential information with professionalism and discretion.
Anticipate the President's needs and proactively identify opportunities to improve effectiveness and organizational efficiency.
Coordinate and support initiatives and cross-functional projects sponsored by the President and Executive Leadership Team.
Develop project plans, timelines, milestones, and progress tracking mechanisms.
Facilitate collaboration across departments to ensure alignment and timely delivery of organizational priorities.
Monitor project risks, dependencies, budgets, and resource requirements.
Prepare executive dashboards, status reports, presentations, and project updates for leadership review.
Support change management and implementation activities associated with business transformation initiatives.
Identify opportunities for process improvement and operational excellence.
Draft, edit, and coordinate executive communications on behalf of the President.
Develop presentations, leadership messaging, employee communications, speeches, and briefing documents.
Support communication strategies that reinforce organizational priorities, culture, and business objectives.
Ensure consistency, professionalism, and quality across all executive communications.
Coordinate internal communication campaigns, leadership updates, and employee engagement messaging.
Create and coordinate content for corporate social media platforms, including executive announcements, employee recognition, community involvement initiatives, employer branding, and organizational milestones.
Collaborate with internal stakeholders to ensure social media content aligns with corporate messaging, brand standards, and communication objectives.
Monitor social media content calendars and support the execution of internal and external communication initiatives across digital channels.
Assist in promoting company events, culture initiatives, employee engagement activities, and corporate achievements through digital and social media channels.
Support stakeholder outreach and relationship management activities.
Coordinate employee engagement, recognition, social, and culture-building initiatives.
Organize company events, leadership forums, Lunch & Learn sessions, town halls, and employee meetings.
Manage event logistics including venue arrangements, catering, audiovisual requirements, participant communications, and onsite coordination.
Assist in planning and coordinating community involvement, volunteer, wellness, and culture-building initiatives.
Support the efficient operation of the President's Office, front-office functions, and overall workplace experience.
Serve as the primary point of contact for visitors, guests, customers, vendors, and other external stakeholders, ensuring a professional, welcoming, and service-oriented experience.
Manage visitor reception, incoming calls, general inquiries, mail, courier services, and office correspondence.
Coordinate meeting room scheduling, workspace logistics, and reception area operations to support day-to-day business activities.
Plan and coordinate meeting and event logistics, including room setup, catering, food and beverage service, hospitality arrangements, audiovisual requirements, materials preparation, and post-event activities.
Manage food service and hospitality arrangements for executive meetings, customer visits, leadership sessions, training programs, town halls, and company events.
Maintain office supplies, workplace amenities, and shared office resources while ensuring cost-effective and efficient operations.
Coordinate facilities-related activities, office vendors, service providers, and workplace support services.
Support office safety, emergency preparedness, and workplace experience initiatives that foster a productive and engaging environment.
Manage office-related budgets, purchasing activities, invoices, and expense administration as required.
Ensure meeting spaces, executive events, and workplace activities are organized, professional, and aligned with company standards.
Maintain relationships with catering, hospitality, and workplace service providers to ensure high-quality service delivery and employee satisfaction.
Identify opportunities to enhance workplace operations, visitor experiences, and overall organizational effectiveness.
Build and maintain strong relationships with internal and external stakeholders at all levels.
Coordinate interactions with customers, business partners, community organizations, and industry contacts as required.
Represent the President's Office with professionalism, diplomacy, and sound judgment.
Promote collaboration and effective communication across business functions.