Executive Assistant Jobs

About The Position

Requirements

• Requires advanced practical knowledge within a specific discipline typically gained through extensive work experience and/or education.
• Strong working knowledge of Microsoft 365 tools and collaboration practices, including Outlook, Teams, Word, Excel, PowerPoint, OneNote/Loop, SharePoint, and OneDrive.
• Minimum of 6 years of relevant experience.
• Demonstrated experience managing complex calendars, senior-level meetings, confidential information, travel, expenses, and cross-functional stakeholder coordination.
• Experience maintaining meeting notes, action logs, trackers, follow-up registers, or similar operational tools that support leadership accountability and execution.
• Exceptional calendar management, prioritization, and meeting coordination skills; able to balance competing requests and escalate appropriately.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaborative digital workspaces; able to create polished, accurate, and executive-ready materials.
• Strong action-register discipline, including capturing decisions, tracking owners and due dates, following up proactively, and reporting status clearly.
• Excellent written and verbal communication skills with the ability to interact professionally with senior leaders, sales leaders, customers, vendors, and cross-functional partners.
• High degree of discretion, professionalism, judgement, and confidentiality when handling sensitive business information.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Proactive, service-oriented mindset with a focus on anticipating needs, removing friction, improving processes, and enabling leadership effectiveness.

Nice To Haves

• Post-secondary education in business administration, office administration, communications, or a related discipline is preferred.
• Microsoft 365, project coordination, or meeting facilitation training/certification is an asset.
• Experience supporting senior commercial, sales, finance, or general management leaders in a matrixed organization.
• Experience supporting leadership team meetings, business reviews, sales meetings, national events, or executive offsites.
• Ability to build simple dashboards, trackers, or status summaries in Excel or Microsoft 365 tools.
• Comfort working in a hybrid environment and coordinating support across multiple leaders and locations, including Brampton-based sales leadership support as needed.
• Strong ability to improve meeting cadence, communication flow, and leadership follow-through through disciplined planning and execution.

Responsibilities

• Manages a complex executive calendar with strong attention to business priorities, meeting purpose, attendee needs, preparation requirements, travel impacts, and time zone considerations.
• Plans, schedules, and coordinates leadership meetings, business reviews, customer/internal engagements, conference participation, and team events, including agenda development, logistics, materials, minutes/notes, and post-meeting follow-up.
• Screen and triage inquiries, coordinate responses, draft and edit emails, internal memos, leadership messages, and executive correspondence on behalf of the VP & President as appropriate.
• Maintains and coordinates action registers for business review meetings and Canada Leadership Team meetings, tracking decisions, owners, due dates, dependencies, risks, and completion status; proactively follows up with accountable leaders to support timely execution.
• Prepares and formats high-quality materials using Microsoft 365 applications, including PowerPoint presentations, Excel trackers/reports, Word documents, Teams/meeting resources, OneNote/Loop notes, and SharePoint/OneDrive file organization.
• Supports effective meeting operations by managing invites, room/virtual meeting set-up, pre-reads, agenda inputs, attendance needs, action capture, and distribution of follow-up materials.
• Provides as-needed administrative support to two Sales Leaders located in Brampton, balancing support needs against VP/Canada leadership priorities and aligning on expectations, timing, and deliverables.
• Coordinates domestic and international travel and logistics, itinerary planning, timely expense submission, and reconciliation through Concur and applicable Medtronic systems.
• Gathers, compiles, consolidates, and reports information relevant to leadership priorities, including updates from Excel files, internal systems, meeting outputs, and cross-functional stakeholders.
• Coordinates and supports regional, divisional, and Canada-wide events, including National Sales Meeting preparation, leadership offsites, recognition activities, and team engagement programs as required.
• Administers vendor/supplier set-up in applicable AP systems and coordination with cross-functional support teams.
• Maintains organized digital and physical filing systems, document repositories, contact lists, distribution lists, and team resources to support efficient information flow.
• Handles confidential and sensitive information with discretion, professionalism, and sound judgement.
• Collaborates with cross-functional support teams and administrative colleagues across regions to share best practices and support consistent execution.
• Support special projects, research requests, data compilation, presentation preparation, large-scale company events, leadership offsites, and cross-functional initiatives that require coordination, confidentiality, and disciplined execution.

Benefits

• Competitive Salary and flexible Benefits Package
• Medtronic Incentive Plan (MIP)