Executive Assistant

Job summary

Manage calendars, travel, expenses, meeting preparation, correspondence, and administrative follow-up for the President, VP, and other members of the leadership team. Support office operations, company events, and special projects while handling confidential business and personal matters with discretion.

Job details

Executive Assistant Location: Burlington, Ontario Hours: Monday-Friday, 8:30 a.m.-5:00 p.m. Position Summary: Family-owned business with approximately 60 employees and multiple operating companies. They are seeking an experienced Executive Assistant to support the President & VP. This is a hands-on role for someone who is highly organized, adaptable and comfortable working in a fast-paced environment where priorities can change quickly. The Executive Assistant will manage complex schedules, travel, expenses, reminders and day-to-day administrative needs, while also helping keep the office organized and supporting company events and special projects. The successful candidate will be personable, discreet and confident working with different personalities. They will be comfortable taking initiative, receiving direct feedback and handling both professional and occasional personal matters with sound judgment and confidentiality. Key Responsibilities: · Manage calendars and scheduling for four members of the ownership and leadership team, including coordinating meetings, resolving conflicts and providing reminders and follow-up. · Coordinate travel arrangements, accommodations, transportation, reservations and itineraries. · Manage expense reports, receipts, administrative tracking and other routine follow-up. · Prepare for meetings, organize materials, track action items and ensure commitments and deadlines are followed through. · Draft and organize correspondence, documents, spreadsheets, trackers and other administrative materials as required. · Assist with occasional personal and family-related administrative requests for members of the ownership team. · Support day-to-day office operations, including supplies, catering, lunches, meeting-room readiness, visitors and vendor coordination. · Help maintain an organized, professional and welcoming office environment. · Plan and coordinate company events, including the annual golf tournament, holiday events, team lunches and other employee or client functions. · Support light marketing and special projects as required, including coordinating vendors, materials, timelines and event-related communications. · Handle confidential business and personal information with a high level of discretion. Qualifications & Experience · 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, Office Manager, Personal Assistant or in a comparable support role. · Experience supporting multiple executives or senior leaders and managing competing priorities. · Strong calendar management, scheduling, travel coordination and administrative skills. · Excellent organizational skills and attention to detail, with the ability to keep track of multiple moving pieces without losing follow-through. · Strong written and verbal communication skills and a professional, personable approach. · Comfort working in a fast-paced, entrepreneurial or family-owned business environment. · Ability to remain calm under pressure, reprioritize quickly and use independent judgment when issues arise. · Receptive to direct feedback and able to work effectively with different communication styles and personalities. · High level of discretion and confidentiality. · Strong Microsoft Office skills, including Outlook, Word and Excel. · Experience with event planning, hospitality, marketing, construction, real estate or a related industry is considered an asset.

What you’ll do

Manage calendars, travel, expenses, meeting preparation, correspondence, and administrative follow-up for the President, VP, and other members of the leadership team. Support office operations, company events, and special projects while handling confidential business and personal matters with discretion.

Requirements

Requires at least three years of experience in an executive, senior administrative, office management, personal assistant, or comparable support role, including experience supporting multiple leaders. Candidates should have strong organizational, communication, scheduling, travel coordination, and Microsoft Office skills, along with discretion, adaptability, and sound judgment.

Listed skills

• written communication · Preferred
• Organization · Preferred
• Microsoft Excel · Preferred
• Vendor Coordination · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Scheduling
• Travel Coordination
• Expense Management
• Meeting Preparation
• Action Item Tracking
• Written Communication
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Event Planning
• Office Operations
• Vendor Coordination
• Organization
• Confidentiality
• Prioritization

Job areas

• Administrative
• Management & Leadership
• Marketing
• Hospitality