Executive assistant

Nors • Mississauga, ON

28d • Onsite

About The Position

The Executive Assistant role plays a critical part in ensuring the efficient operation of the CEO’s office while enabling effective coordination across the organization’s national leadership team. The Executive Assistant will work closely with the CEO, to manage executive travel and schedule logistics, coordinate leadership meetings and events, organize complex domestic and international travel arrangements, and support communication across NORS Canada’s geographically dispersed leadership team. The role also facilitates coordination with the global NORS organization headquartered in Porto, Portugal.
This position requires strong judgment, exceptional organizational capability, attention to detail, and the ability to operate effectively in a fast-paced executive environment spanning multiple time zones and geographies.

Requirements

• Minimum 5 years of experience supporting senior executives in a complex corporate environment
• Minimum five years experience supporting executives in multinational organizations or industrial companies.
• College degree
• Exceptional organizational and time-management skills with the ability to manage multiple priorities
• Strong written and verbal communication skills.
• Experience coordinating executive travel, leadership meetings, and corporate events;
• Proficiency with Microsoft Office tools including Outlook, PowerPoint, Excel, and Microsoft Teams
• Ability to coordinate work across multiple time zones and geographically dispersed teams
• Highly organized, efficient and detail-oriented
• Proactive and solution-focused
• Professional and trustworthy with confidential information
• Calm under pressure and adaptable in a dynamic environment
• Strong interpersonal and coordination skills

Nice To Haves

• Portuguese and French language capability is considered an asset
• Industry experience is preferred

Responsibilities

• Support the efficient operation of the CEO’s office by managing administrative priorities and facilitating communication across the organization
• Managing the CEO’s calendar and scheduling priorities across multiple time zones in Canada and internationally.
• Manage CEO’s travel domestic and international and support major event travel and logistics for leadership team meetings.
• Coordinating meetings with senior leadership, OEM partners, customers, and global NORS leadership.
• Preparing briefing materials, meeting agendas, and background documentation to support productive executive meetings and discussions.
• Coordinate and create correspondence, presentations, and executive communications as required with collaboration across the leadership team and organizations.
• Maintaining organized documentation, records, and files supporting the CEO’s office
• The Executive Assistant will work closely with the CEO leadership team to ensure alignment between executive priorities and operational follow-through and schedules for CEO as well leadership team aligned to business priorities
• Planning and coordinating domestic and international travel arrangements including flights, accommodations, ground transportation, and detailed itineraries.
• Managing travel schedules across multiple Canadian time zones from British Columbia to Nova Scotia.
• Coordinating logistics for international travel to NORS headquarters in Porto, Portugal, and for industry events or OEM engagements.
• Providing logistical support for senior executives visiting Canada from NORS global headquarters.
• Ensuring travel plans align with meeting schedules and executive priorities.
• Collaborating with local branch and regional leadership team to develop agenda for effective meetings aligned to business priorities and customer priorities in the region
• Coordinating logistics for national leadership meetings, executive strategy sessions, and regional leadership gatherings.
• Organizing executive off-sites, internal leadership events, and partner meetings.
• Supporting preparation for meetings with OEM partners including Volvo Construction Equipment, Manitowoc, Sennebogen, and Metso.
• Working with internal departments to ensure professional execution of leadership meetings and company events.
• Implementing LEAN PDCA approach for efficiency in meetings and team events;
• Collaborating with key leaders to prepare briefing packages for meetings with senior leadership, OEM partners, customers, and global executives.
• Gathering background information, operational updates, and relevant data to support executive discussions and leadership meetings
• Coordinating meeting agendas and supporting documentation in collaboration with the leadership team.
• Tracking action items arising from leadership meetings and ensuring appropriate follow-up.
• Proactively anticipate and plan activities to help ensure the CEO is consistently well prepared for important strategic discussions and meetings
• Managing incoming communications and prioritizing requests for the CEO’s attention.
• Coordinating communication between the CEO and senior leadership, branch leaders, and corporate teams.
• Supporting preparation of internal announcements, leadership updates, and executive communications.
• Maintaining professionalism and discretion in handling confidential and sensitive information

Benefits

• It is our expectation that all Nors Employees will conduct their work in a safe manner, abide by all Nors safety policies and report all hazardous conditions and unsafe work procedures. In addition, Nors employees will be required to report any and all incidences/accidents/near misses according to company policies
• Nors is an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We recognize our obligations and responsibilities as an employer and encourage applications from all qualified candidates including members of visible minorities.
• Nors will accommodate people with disabilities during the recruitment and assessment processes. If accommodation is requested, Nors will consult with the applicant and arrange for the provision of suitable accommodation that considers the applicant’s needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree