Executive Assistant
About The Position
The Executive Assistant provides exclusive administrative support to the Vice President, Governance and Corporate Secretary, while delivering high-touch, detail oriented support to the Board of Directors. This role is integral to the smooth operation of the Governance Office, ensuring an exceptional experience for Board members through proactive coordination, precision, and professionalism. You will act as a trusted partner, managing a high volume of administrative responsibilities while supporting Board-related activities with discretion and attention to detail. This is a highly service-oriented role that requires strong judgment, organizational excellence, and the ability to anticipate and respond to the needs of senior stakeholders.
Requirements
- Extensive experience in a highly administrative or executive support role, ideally supporting senior leaders or Board-level stakeholders
- Exceptional customer service skills, with the ability to build strong, professional relationships with senior executives and Board members
- Strong organizational and time management skills, with the ability to manage multiple priorities in a fast-paced environment
- High attention to detail and a commitment to delivering accurate, high-quality work
- Experience coordinating travel, meetings, and events, including end-to-end logistics
- Proficiency in Microsoft Office Suite, with strong Excel skills for tracking and reporting
- Strong written and verbal communication skills, including experience preparing agendas and taking meeting minutes
- Sound judgment, discretion, and the ability to handle sensitive and confidential information
- A proactive, service-oriented mindset with the ability to anticipate needs and problem-solve effectively
Nice To Haves
- Collaborative – You thrive in collaborative environments and are eager to learn new processes and systems.
- Able to work independently – Taking a business request from problem statement through discovery by assembling the right stakeholder and subject matter experts.
- Influential – You seek to collaborate and work with cross functional partnerships to get the work done effectively.
- A problem solver – Your skills to diagnose challenges and issues, develop innovative business solutions, and assess risks and opportunities that may affect the business have been put to good use.
Responsibilities
- Providing exclusive executive support to the Vice President, Governance and Corporate Secretary, managing priorities, communications, and day-to-day administrative needs
- Delivering high touch service to Board Directors by coordinating logistics and ensuring a seamless experience across all interactions
- Managing complex calendars, scheduling meetings, and organizing Board and leadership engagements
- Coordinating all travel logistics for Board members and leadership, including flights, accommodations, and itineraries
- Supporting in-person Board meetings by organizing catering, room setup, and post-meeting cleanup
- Processing invoices, expense claims, and financial documentation accurately and efficiently
- Preparing agendas, supporting materials, and taking minutes for team and governance-related meetings
- Formatting reports, presentations, and documents, ensuring a high level of quality and professionalism
- Creating and maintaining spreadsheets and tracking tools; leveraging Excel to support reporting and organization
- Supporting the planning and execution of Board and divisional events, including occasional offsite coordination
- Acting as a key point of contact for Board members and internal stakeholders, providing responsive and professional service
Benefits
- Competitive rewards and benefits
- Flexible benefit packages that can be tailored annually to meet evolving needs
- 3-4 weeks of vacation per year, with additional days earned over time
- 2 extra stat holidays, plus care days for personal or family illness
- Immediate Health Coverage: Health and dental benefits begin on your hire date, with three levels of coverage to choose from.
- Defined Benefit Pension: Our retirement plan provides a guaranteed income for life
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
