Executive Assistant

Job summary

The Executive Assistant provides comprehensive administrative support to the President & CEO, including calendar management, travel arrangements, and meeting coordination. They are also responsible for maintaining corporate records, managing confidential documentation, and assisting with corporate events and digital transformation initiatives.

Job details

Job Title: Executive Assistant Location: Toronto and Markham, Ontario Job Type: Full-time, Permanent Job Summary We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to the President & CEO. This role is responsible for coordinating executive schedules and communications, supporting Committee meetings and corporate events, maintaining corporate and confidential records, and ensuring the effective day-to-day administration of the President & CEO’s office. The successful candidate will demonstrate strong judgment, discretion, organization, and communication skills, with the ability to manage multiple priorities, handle sensitive information, and work effectively with internal and external stakeholders. What You Will Do Provide comprehensive administrative and executive support to the President & CEO, exercising discretion and sound judgment when handling confidential information, priorities, and day-to-day matters. Manage the President & CEO’s calendar, appointments, meetings, travel itineraries, and related arrangements. Accompany the President & CEO to meetings when assistance is required. Prepare routine and non-routine correspondence and memoranda. Act as a liaison for communications within the Office of CEO, excluding office and HR-related matters. Maintain an effective and organized filing system. Assist with the planning and execution of corporate events. Coordinate Committee meetings, including logistics, venues, agendas, presentations, and communications with attendees. Prepare and distribute Committee meeting minutes, consolidate meeting deliverables, and monitor follow-up progress. Support the Corporate Secretary by updating and maintaining corporate records, including the authorized signatories roster. Maintain original President Office-signed documents of value to the Bank, including memoranda, agreements, policies, manuals, charters, and minutes. Support archive and records management, including the maintenance of official, legal, Bank asset, internal information, and publication records. Manage confidential and sensitive documents appropriately, including filing and documentation. Participate in the Bank’s digital transformation initiatives, including assigned agile teams and related deliverables. Participate in customer-centric projects, initiatives, and programs led by designated teams across the Bank. Provide support to other departments and branches as required. What You Bring to the Table Bachelor’s degree in Business Administration or an equivalent relevant field. Minimum 3 years of experience in supporting senior excutives. Experience working within a multinational organization is highly desired. Excellent organizational and time-management skills, with strong attention to detail. Ability to effectively manage multiple priorities and tight deadlines while maintaining consistent and professional service. Ability to handle sensitive and confidential information appropriately and with discretion. Strong communication and interpersonal skills, with the ability to maintain effective working relationships with colleagues and external stakeholders. Ability to work effectively under pressure and adapt to changing priorities. A proactive and creative approach to identifying new methods and approaches to improve effectiveness. Strong teamwork and collaboration skills, with a willingness to support other departments and branches as required. Strong sense of accountability, with the ability to establish priorities, track progress, and deliver work on time. Demonstrated openness to organizational change and continuous improvement and willingness to travel. Other duties as assigned. Bank of China (Canada) is committed to fostering an inclusive workplace where diversity is valued. We encourage qualified candidates from all backgrounds to apply. Please note that only candidates selected for further consideration will be contacted. Accommodation: Bank of China (Canada) is committed to providing accommodations throughout the recruitment process. If you require any accommodations, please contact the HR team, and we will be happy to assist.

What you’ll do

The Executive Assistant provides comprehensive administrative support to the President & CEO, including calendar management, travel arrangements, and meeting coordination. They are also responsible for maintaining corporate records, managing confidential documentation, and assisting with corporate events and digital transformation initiatives.

Requirements

Candidates must hold a Bachelor’s degree in Business Administration or a relevant field and possess at least 3 years of experience supporting senior executives. Strong organizational, communication, and interpersonal skills are required, along with the ability to handle sensitive information with discretion.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Collaboration · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Travel coordination
• Meeting minutes
• Records management
• Confidentiality
• Communication
• Time management
• Organizational skills
• Stakeholder management
• Project coordination
• Digital transformation
• Attention to detail
• Accountability
• Collaboration

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership