Executive Assistant to CEO

• Competitive salary
• Annual bonus + benefits effective 1st day + RRSP matching plan + 3 weeks' vacation
• Tuition reimbursement plans and professional development courses
• Employee recognition platform - Be rewarded by your colleagues for your contributions!
• Opportunity to work closely with the executive leadership team
• Exciting career growth opportunities
• Positive and collaborative work environment
• Flexible summer hours

• Oversee and maintain calendars, ensuring seamless scheduling of meetings, events, appointments, and travel arrangements.
• Ensure the CEOs' appointments and meetings run smoothly.
• Coordinate travel plans for senior executives and direct reports as needed.

• Monitor and prioritize all emails, both incoming and outgoing, on behalf of CEOs.
• Serve as a liaison by screening phone calls, handling inquiries, and routing messages appropriately.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Liaise with internal and external stakeholders on behalf of the CEOs.

• Assist in preparing board meetings and other executive-level meetings.
• Attend meetings and take minutes as required.
• Maintain and organize electronic and hard copy files.

• Oversee special projects assigned by the CEOs.
• Conduct research, compile data, and prepare reports for the CEOs' consideration and presentation.
• Assist with preparation, on-going management of annual budgets, including processing of POs/invoices.
• Oversee execution of specific corporate initiatives (E.g. Event season package, holiday gifts, retiree holiday program, sponsorships, etc.).

• Process all expenses to ensure timely submission for payment.
• Ensure documents, such as cheques and contracts, are signed.
• Submit and track department timesheets.
• Maintain organizational charts, phone lists, and distribution lists.
• Submit attendance reports for department payroll processing.

• Manages Administrative Assistant to the Ottawa Executive Assistant team.

• Manage sensitive information with the highest level of professionalism and discretion.

• Bachelor's degree in Business Administration, Communications, or a related field.
• Minimum of 10 years' experience as an Executive Assistant with experience supporting a senior executive.

• Extensive experience working with executives, including exposure to Board administration (meeting logistics, etc.).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent interpersonal, written and verbal communication skills.
• Experience with calendar management and scheduling software.
• Familiarity with project management tools and software.
• Ability to conduct research and analyze data.
• Experience in preparing presentations and reports.
• Knowledge of office management systems and procedures.

• Anticipates issues and demands to ensure smooth operations.
• Assertive and efficient with tact, grace, and diplomacy.
• Exceptional time-management and multi-tasking abilities.
• Flexibility and adaptability to changing priorities.
• Ability to manage high-profile and demanding stakeholders.
• Mature, self-aware, and quick to learn.
• Polished, sophisticated, and comfortable in a prestigious professional environment.
• Strong business sense and commitment to excellence.
• Think creatively under pressure while maintaining a service-oriented approach.
• Willingness to travel (~8-10 trips per year, mostly overnight to Toronto) and flexible with work hours (not always 9-to-5).

Minto