Executive Assistant - Head Office
About The Position
AutoCanada offers a fast-paced, high-impact environment within a nationally scaled, performance-driven automotive organization. This role is ideal for a highly organized, proactive professional who thrives on supporting senior leadership while keeping day-to-day operations running smoothly. As the Executive Assistant to the Chief Operating Officer, you will play a critical role in enabling executive effectiveness by managing priorities, communications, and logistics. You will work closely with internal teams, governing bodies, and external partners, exercising discretion, sound judgment, and exceptional attention to detail while leveraging technology in a highly visible position.
Requirements
- Proven ability to independently manage and track multiple projects and competing priorities, proactively driving deliverables forward, resolving issues, and ensuring successful outcomes through strong organization, resourcefulness, and follow-through.
- Demonstrated, hands-on experience utilizing Generative AI tools (e.g., ChatGPT, Copilot, Gemini) and prompt engineering to automate workflows, analyze data, and accelerate document preparation.
- Minimum of 5 years of experience providing high-level support to C-suite executives, preferably within a fast-paced corporate environment.
- Direct experience managing Board of Directors logistics, governance reporting, and high-level partner communications.
- Exceptionally adept at adopting new software, cloud collaboration platforms, and digital productivity tools to drive operational excellence.
- Diploma or degree in Business Administration, Project Management, Office Administration, or a related field.
- High emotional intelligence, discretion with confidential data, resilient problem-solving skills, and exceptional written and verbal communication abilities.
Nice To Haves
- Previous automotive industry experience is considered a strong asset.
Responsibilities
- Lead, track, and execute strategic executive initiatives, key organizational priorities, and cross-functional projects on behalf of the COO using formal project management methodologies.
- Leverage enterprise AI tools and automation to streamline executive workflows, optimize complex multi-time-zone calendar scheduling, coordinate travel itineraries, and process expense reporting.
- Serve as a trusted liaison between the COO, senior leadership, Board members, governing bodies, OEM partners, and external stakeholders, driving project alignment and accountability.
- Anticipate executive needs by proactively tracking deadlines, identifying operational bottlenecks, and driving follow-ups across high-visibility initiatives.
- Coordinate leadership, Board, and OEM partner meetings, using digital tools and AI platforms for agenda creation, rapid transcript/minute generation, action-item tracking, and post-meeting execution.
- Prepare high-impact presentations, strategic briefs, and official correspondence using AI-assisted drafting and data visualization tools, maintaining strict accuracy and confidentiality.
- Collaborate with Legal to manage digital signatures, notary logistics, and execution of governance documents, ensuring full compliance with provincial regulators.
Benefits
- Competitive Compensation and Benefits Package
- Employee Vehicle Purchase & Service Plans
- Company-wide appreciation events and contests throughout the calendar year
- Employee and Family Assistance Programs
- Professional development and the opportunity to grow your career
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
