Position Summary:
The Executive Assistant to the President & CEO is responsible for providing high-level administrative, operational, and personal support to the President & CEO. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while ensuring the smooth day-to-day operation of executive functions. The Executive Assistant will coordinate meetings, manage permits and licensing documentation, oversee billing and invoices, assist with personal and business-related tasks, and act as a liaison between the President & CEO and internal and external stakeholders.Key ResponsibilitiesExecutive & Administrative Support
- Manage the President & CEO's calendar, appointments, and daily schedule.
- Coordinate and schedule internal and external meetings.
- Prepare meeting agendas, presentations, and supporting documents.
- Take meeting minutes and follow up on action items.
- Screen phone calls, emails, and correspondence on behalf of the President & CEO.
- Handle confidential information with professionalism and discretion.
Billing & Financial Administration
- Review and organize invoices and billing documents.
- Coordinate payments with the finance department.
- Track due dates and ensure timely processing of invoices.
- Maintain organized financial and administrative records.
- Assist with expense tracking and reimbursements.
Permits, Licensing & Compliance
- Coordinate permit applications and renewals.
- Track licensing deadlines and required documentation.
- Liaise with municipalities, contractors, consultants, and government agencies.
- Maintain records of permits, inspections, and compliance documents.
Meeting & Project Coordination
- Schedule executive meetings and board meetings.
- Coordinate travel arrangements and itineraries when required.
- Follow up with contractors, vendors, consultants, and business partners.
- Assist in managing special projects assigned by the President & CEO.
- Ensure project deadlines and deliverables are tracked and completed.
Personal Executive Support
- Assist with personal appointments and scheduling.
- Coordinate personal travel, reservations, and errands when required.
- Manage confidential personal documentation.
- Handle miscellaneous personal administrative tasks while maintaining complete confidentiality.
Communication & Relationship Management
- Serve as the primary point of contact for executive inquiries.
- Communicate professionally with clients, government agencies, vendors, and stakeholders.
- Draft letters, emails, reports, and executive correspondence.
- Maintain positive professional relationships with internal and external contacts.
Record Management
- Maintain organized electronic and physical filing systems.
- Prepare reports and executive summaries.
- Ensure important documents are stored securely and easily accessible.
Qualifications
- Postsecondary education in Business Administration, Office Administration, or a related field is preferred.
- Minimum 3 years of executive administrative experience.
- Experience supporting senior executives is considered an asset.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
- Excellent verbal and written communication skills.
- Exceptional organizational and time management skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
- High level of discretion and confidentiality.
- Strong problem-solving and decision-making abilities.
Core Competencies
- Executive-level professionalism
- Organization and planning
- Time management
- Confidentiality and integrity
- Communication skills
- Attention to detail
- Initiative and accountability
- Relationship management
- Adaptability
- Project coordination
Working RelationshipsThis position works closely with:
- President & CEO
- Finance Department
- Operations Team
- Human Resources
- Property Managers
- Contractors and Consultants
- Government and Municipal Agencies
- Vendors and Service Providers
Pay: $70,000.00 per year
Benefits:
- Company events
- Dental care
- On-site parking
- Vision care
Education:
Experience:
- Administrative: 3 years (required)
Willingness to travel:
Work Location: In person
