Executive/Special Assistant to the President and CEO
About The Position
The Executive Assistant creates the capacity that enables the President & CEO to lead with focus, intention, and impact. By bringing structure, organization, insight, and momentum to both professional and select executive personal priorities, this role ensures commitments are honoured, priorities move forward, and leadership time is invested where it matters most. Working closely with the President & CEO and leaders across the organization, you will maintain visibility across priorities, anticipate needs before they arise, and create reliable systems to move priorities forward. You will organize information, coordinate follow-through, identify matters requiring executive attention, and independently advance delegated priorities within established direction and authority. A trusted extension of the President & CEO, you will help translate executive direction into coordinated action, while representing their voice, priorities, and standards with professionalism, warmth and exceptional discretion.
Requirements
- Exceptional organization and prioritization skills, with the ability to manage complex, evolving demands without losing sight of important details.
- Strong business judgment and organizational awareness, with the ability to recognize what requires executive attention and act within appropriate authority.
- Executive-level synthesis skills, with the ability to turn complex information into concise, clear, and decision-ready updates.
- Outstanding written and verbal communication skills with the ability to represent the President & CEO with professionalism, confidence and care.
- Strong executive project coordination skills, with the ability to translate priorities into action and maintain accountability across multiple teams.
- A proactive and anticipatory mindset, identifying needs, risks, and potential barriers before they affect progress.
- Strong relationship builder who creates trust across employees, clients, partners, and executive relationships.
- Exceptional discretion and professionalism when managing confidential information, sensitive situations, and executive-level matters.
- A systems-oriented mindset with a desire to create structure, improve processes, and find more effective ways of working.
- Adaptability, resourcefulness, and composure in a fast-paced environment where circumstances and priorities may change quickly.
- 5+ years supporting a CEO, President, founder, or senior executive in a fast-paced corporate environment.
- Proven experience managing complex calendars, executive scheduling, travel, meetings, and competing priorities.
- Experience coordinating executive priorities, projects, decisions and follow-through across multiple teams.
- Experience supporting strategic initiatives or leadership-team coordination across multiple departments.
- Experience preparing executive summaries, briefing materials, status reports, presentations, or decision-support documents.
- Demonstrated ability to independently advance delegated work while recognizing when executive direction or escalation is required.
- Experience handling confidential and sensitive information with discretion, professionalism, and sound judgment.
- Experience creating or improving administrative systems, trackers, templates, or processes.
- Experience supporting both executive and select personal priorities with professionalism and sound judgment.
Nice To Haves
- Experience in professional services, agency, events, or client-focused environments is an asset.
- Post-secondary education in Business Administration, Office Administration, Communications, or a related discipline is an asset.
Responsibilities
- Strategically manage the President & CEO's calendar, meetings, travel, commitments, and focus time, balancing immediate needs with forward-looking priorities.
- Prepare agendas, briefing materials, executive summaries, and decision-ready updates that surface key context, risks options and recommended next steps.
- Maintain visibility across the President & CEO’s priorities, decisions, action items, deadlines, and strategic initiatives.
- Translate executive direction into clear actions, owners, timelines, and follow-through across the organization.
- Partner with internal leaders and external partners to gather information, monitor progress, identify dependencies and ensure commitments are completed.
- Identify competing priorities, communication gaps, emerging risks, and matters requiring executive attention.
- Draft and coordinate executive correspondence, presentations, communications, and relationship touchpoints that reflect the President & CEO’s voice and standards.
- Independently advance delegated priorities, projects, and organizational initiatives while recognizing when executive direction or escalation is required.
- Coordinate select executive personal commitments, travel, appointments, and time-sensitive requests with discretion, and sound judgment.
- Develop and improve systems, trackers, templates, and workflows that simplify work, strengthen accountability, and create capacity for leadership.
- Support the day-to-day operation of ELP’s workplace, helping to ensure the office remains welcoming, organized, and functional and ready to support employees and guests.
Benefits
- Generative AI is used to help confirm that applicants meet minimum requirements through screening questions; all qualified resumes are reviewed by a Human Resources professional.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
