Executive Assistant, Senior Leadership & Administration
Automotive Parts Manufacturers’ Association (APMA)
Full-Time | Toronto, ON
About the APMA
The Automotive Parts Manufacturers’ Association (APMA) is Canada’s national association representing OEM producers of parts, equipment, tools, supplies and services for the worldwide automotive industry. We are a fast-paced, high-impact industry association that works closely with industry, government and partners across Canada.
We are seeking an experienced, highly organized and proactive Executive Assistant, Senior Leadership & Administration to provide direct support to APMA’s senior leadership team while helping ensure the organization’s administrative and operational functions run smoothly. This is a critical role for someone who thrives in busy environments and brings professionalism, resourcefulness and initiative to everything they do.
About the Role
The Executive Assistant will serve as a key support role for APMA’s senior leadership team, providing high-level administrative, scheduling, coordination and organizational support. This position requires strong judgment, professionalism, discretion and the ability to manage competing priorities in a fast-paced, high-profile environment.
This is an ideal role for someone with significant experience supporting executives, senior teams or professional services environments, and who is comfortable working across a wide range of responsibilities. The successful candidate will be trusted to anticipate needs, manage details, follow up on priorities and help keep the leadership team and broader organization moving effectively.
Experience Required: 10+ years in administrative, operational or executive support roles.
Key Responsibilities
Executive & Senior Leadership Support
- Provide direct administrative and coordination support to APMA’s senior leadership team.
- Manage complex calendars, meeting requests, scheduling priorities and daily logistics.
- Coordinate internal and external meetings with members, government officials, industry partners, stakeholders and suppliers.
- Prepare meeting materials, briefing notes, agendas, correspondence, presentations and follow-up documents.
- Support travel planning, itineraries, accommodations and related logistics.
- Handle confidential and sensitive information with professionalism and discretion.
- Anticipate needs, flag priorities and help ensure senior leaders are prepared for meetings, travel and commitments.
Administrative Support
- Provide administrative support across APMA departments, including membership, events, programs, finance and operations.
- Prepare, format and edit correspondence, documents, reports, forms and presentations using Microsoft Office and Adobe.
- Manage shared files, document organization, internal records and administrative systems.
- Support invoice processing, expense coordination, vendor communication and basic accounting administration.
- Help maintain internal processes that support a well-organized and efficient office environment.
- Coordinate office supplies, equipment, shared resources and general administrative needs.
Operations & Organizational Support
- Maintain operational systems that keep the office running efficiently
- Assist with invoice processing, basic accounting coordination and vendor management
- Provide administrative support to membership, events and program delivery
- Track deadlines, action items and project progress for internal teams
- Ensure office supplies, equipment and shared resources are organized and maintained
Member, Program & Event Support
- Assist with membership administration, database updates and renewal coordination
- Support program logistics, registration lists and event preparation
- Help prepare materials for workshops, regional tours or APMA activities
What You Bring
- 10+ years of experience in administrative, operational or executive assistant roles
- Experience in fast-paced environments (e.g., law office, consulting, government, associations, non-profits)
- Strong initiative and a self-starter mindset, able to take ownership without being asked
- Highly organized with exceptional attention to detail
- Proactive problem-solver who is resourceful and able to work with limited direction
- Comfortable with change, shifting priorities and catch-all responsibilities
- Strong proficiency with:
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Adobe (PDF editing, forms, document prep)
- Excellent written and verbal communication skills
- Professional, polished and discreet, able to handle confidential information
Why Join the APMA?
- Work at the centre of Canada’s automotive sector and innovation ecosystem
- Be part of a small, high-performing team where your work has real impact
- Dynamic, varied responsibilities, every day is different
- Opportunity to contribute to major national initiatives and member-facing programs
Pay: $55,000.00-$65,000.00 per year
Work Location: In person
