Job Description

Our client, a leading organization, responsible for managing critical infrastructure and overseeing complex market operations, is seeking an Executive Assistant to join their team.

This is a full time, permanent opportunity, requiring 2 days a week on site in Mississauga.

The Opportunity

The Executive Assistant will provide comprehensive support to our Vice President of People & Culture (Human Resources). In this pivotal role, you will be a trusted partner to a key member of our senior leadership team, enabling the smooth operation of the entire business unit.

As the primary support for the VP, you will handle a wide range of responsibilities, from complex calendar management and strategic scheduling to preparing highly confidential communications.

This is an opportunity to make a meaningful impact by applying your exceptional organizational skills, sound judgment, and proactive approach in a dynamic, high-stakes environment.

Key Responsibilities

• Executive & Administrative Support:

  • Proactively manage the VP's complex calendar, strategically prioritizing meetings, commitments, and deliverables to optimize their time.
  • Act as a gatekeeper, handling inquiries and correspondence with professionalism and discretion.
  • Draft, review, and prepare a variety of confidential documents, reports, and presentations, ensuring adherence to corporate standards.
  • Coordinate the flow of documents requiring executive approval, including contracts, policies, and sensitive personnel matters.
  • Record and distribute minutes for key leadership and committee meetings, tracking action items to ensure completion.

• Board & Committee Logistics:

  • Manage the logistics for board-level committee meetings, including preparing agendas, compiling materials from various departments, and distributing pre-read packages using board management software (e.g., Diligent).
  • Liaise with committee chairs and executive members to ensure seamless meeting execution.

• Project & Department Coordination:

  • Monitor the progress of key departmental projects and initiatives, providing status updates to the VP and initiating follow-up actions as needed.
  • Assist in the departmental budget cycle, including tracking expenses, processing invoices, and preparing financial reconciliations.
  • Coordinate with internal teams on matters such as office space planning and the implementation of new administrative procedures.
  • Serve as a resource for other administrative staff, assisting with orientation and fostering a collaborative support environment.

• Logistics & Travel:

  • Arrange all aspects of domestic and international travel, including flights, accommodations, and detailed itineraries.
  • Coordinate logistics for off-site meetings, conferences, and team events.

What You Bring to the Table

• A minimum of 6 years of experience in a senior administrative or executive assistant role, supporting C-suite or VP-level executives.
• Post-secondary education in business administration, office management, or a related field is strongly preferred.
• Proven ability to handle highly sensitive and confidential information with integrity and professionalism at all times.
• Superior time-management skills with a meticulous eye for detail.
• High proficiency with the complete Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with board portal software is a significant asset.