Administrative Assistant

Role Overview

We are seeking a skilled Administrative Assistant to provide robust support to the President & CEO, as well as other key executives. This role involves creating high-quality documents and presentations, managing the CEO's calendar, coordinating meetings and logistics, and assisting with strategic planning initiatives.

Key Responsibilities

• Deliver comprehensive administrative support to the President & CEO, including preparing presentations and documents, managing calendar activities, and handling communications efficiently.
• Organize and coordinate meetings by managing schedules, logistics, and catering arrangements for internal and external events, keeping all participants informed and prepared.
• Collaborate with the Corporate Secretary to meticulously prepare and distribute materials for board and shareholder meetings.
• Aid the CEO by coordinating and planning strategic initiatives, including organizing all related documentation and materials.
• Assist other executives such as the VP, Corporate Secretary and Governance Officer, and VP, Human Resources and Facilities with their administrative needs promptly and effectively.
• Collect, compile, and disseminate materials required for executive meetings and regulatory purposes, ensuring accuracy and completeness.
• Manage the reception area by greeting visitors, handling incoming packages, and upholding Health & Safety and Emergency protocols to maintain a safe environment.
• Prepare detailed and precise expense reports for the CEO, ensuring timely submissions.
• Maintain the corporate calendar with precision, coordinating with various departments to prevent scheduling conflicts.
• Administer materials on BoardVantage platform, including compiling Board books for committees and ensuring accessibility and organization.

Qualifications and Skills

• Bachelor’s degree or equivalent professional experience in a related domain.
• At least 3 years of experience in an executive assistant or comparable administrative position.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with BoardVantage or similar board management solutions.
• Outstanding written and verbal communication capabilities.
• Excellent organizational aptitude and time management skills with the ability to multitask and prioritize effectively.
• Professional demeanor when interacting with all organizational levels and external partners.
• Discretion and confidentiality in managing sensitive information are paramount.
• Strong analytical and problem-solving skills paired with keen attention to detail.
• Flexibility in adapting to shifting priorities and performing well under pressure.

Additional Information

This opportunity is a current vacancy with a client organization. Submitting your application will include you in a talent pool for similar future roles. Compensation is determined based on a variety of factors including experience, location, and qualifications, with salary ranges disclosed as required by law. Eligible candidates may also receive discretionary bonuses and participate in benefit programs including medical, dental, vision, and retirement plans. Initial candidate screenings may utilize AI technology to verify minimum requirements, followed by assessments from recruiters and hiring managers. The employer cannot comment on the final hiring decisions or the use of AI tools by clients.