Executive Assistant

Maxan Interior Systems•Mississauga, ON

11d•CA$65,000 - CA$80,000•Onsite

About The Position

Maxan is looking for a highly organized, proactive, and resourceful Executive Assistant to provide dedicated support to our President & General Manager. In this role, you’ll help the President stay focused, prepared, and organized by managing a busy calendar, coordinating meetings and travel, preparing materials, tracking priorities, and following up on key action items. You’ll also provide day-to-day administrative support and help ensure important commitments and deadlines don’t fall through the cracks. We’re looking for someone who can anticipate needs, manage competing priorities, and work independently with a high level of professionalism and discretion. If you’re adaptable, detail-oriented, comfortable working in a fast-paced environment, and enjoy being the person who keeps things moving behind the scenes, we’d love to hear from you!

Requirements

3-5+ years of experience supporting senior executives in an Executive Assistant or similar role.
Exceptional organizational and time management skills.
Strong written and verbal communication skills.
Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to manage multiple priorities with accuracy, professionalism, and sound judgment.
Highly organized, proactive, and capable of working independently.

Nice To Haves

Experience in construction or a related industry is considered an asset.

Responsibilities

Manage the President’s calendar, meetings, appointments, travel, and key deadlines.
Coordinate schedules and meeting logistics with internal and external stakeholders.
Prioritize competing requests, protect executive time, and ensure important commitments and deadlines are not missed.
Prepare agendas, presentations, reports, correspondence, and meeting materials.
Organize documents requiring review, approval, or signature and ensure the President is prepared for meetings and important discussions.
Track priorities, action items, commitments, and follow-ups to keep projects and executive initiatives moving forward.
Follow up with team members and stakeholders to ensure outstanding items are completed.
Screen and prioritize communications, draft correspondence, and act as a professional liaison with employees, clients, vendors, consultants, and business partners.
Coordinate travel, reservations, expense reports, invoices, memberships, subscriptions, and other administrative requirements.
Support time-sensitive personal and business matters as required.
Handle sensitive and confidential information with professionalism and discretion.