Executive Administrative Assistant (Hybrid)

What you will do

As an Executive Administrative Assistant, you will provide support to the Managing Director / Sr. Regional Counsel, Canada in all aspects of supporting executive functions in a global organization. This role is critical to the operations of the Managing Director’s office and the work of the Canadian Leadership team.

The responsibilities require independent judgment, initiative, and executive intuition in supporting the needs of an executive in their team, while demonstrating adaptability and problem-solving as part of office management. In this role, you will also:

• Lead logistics for travel and expense coordination, and lead execution of global calls, employee events, leadership and team meetings
• Maintain accurate and up-to-date information for Executives' schedules and calendars, coordinating business meetings (both inside and outside of the office) via an electronic calendar
• Review and prioritize activities, aligning key priorities of the business, escalating critical matters as needed, and delegating to appropriate parties as deemed necessary
• Coordinate and complete various special projects/assignments as required, such as creating and executing on leadership team activities (training, off-sites, etc.)
• Prepare and coordinate meeting agendas and other meeting materials, transcribe and distribute meeting minutes, develop and monitor action lists and action reports for leadership team meetings, maintaining confidentiality as required
• Assist in the timely preparation, consolidation and logistics of presentations and decks for the leadership team
• Support in the planning, preparation and execution of leadership team and other corporate events including executive off-sites, award ceremonies, training workshops and other similar events in partnership with other internal and external stakeholders
• Collaborate with internal teams to ensure seamless execution of meetings and events, from conception to post-event evaluation
• Maintain detailed record of information in fast-paced environment, and exercise discretion and professionalism in operations and communications across the business

What you need

Required

• High School Diploma or GED/equivalent
• At least 5 years of experience in executive support, office administration, or equivalent function
• Proficiency with Microsoft Office (Outlook, Teams, Word, Excel, and PowerPoint)
• Experience with calendar management, including logistical coordination for both domestic and international travel

Preferred

• English proficiency is required, with French proficiency considered a plus
• 6 or more years supporting senior leadership or multiple individuals in executive functions providing this support across multiple time-zones
• Experience managing event logistics with minimal oversight
• Familiarity with SAP Concur, BCD Travel, and Zoom are a plus
• Experience proofreading, editing, or preparing executive-level documents (ex. agendas, presentations, etc.)

CA$ 65,700.00 – 87,600.00+ salary plus bonus eligible + benefits. Individual pay is based on skills, experience, and other relevant factors.

Pay rate will not be below any applicable local minimum wage rates.