Location: Head Office, Wingham
Hours: Monday - Friday, 8:00 am - 5:00 pm
Position Summary:
The Executive Admin is a highly trusted, professional individual contributor responsible for providing senior-level administrative, organizational and business support to the President and Executive Leadership Team.
This position requires an exceptionally organized, proactive and resourceful professional who can anticipate needs, manage competing priorities, exercise sound judgment and independently drive administrative and business initiatives forward. The successful candidate will operate with a high degree of professionalism, discretion and confidentiality and will regularly interact with senior leaders, employees, customers and external business partners.
While this position does not have direct reports or formal people-management responsibilities, the Executive Admin is expected to demonstrate a high level of ownership, influence and accountability and to coordinate effectively across all levels of the organization.
Position Qualifications:
Education & Knowledge
- Diploma or degree in Business Administration, Executive Administration, Office Administration or a related discipline preferred; equivalent senior-level experience will be considered.
- Strong understanding of professional business practices and executive-level administration.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
- Experience with Microsoft Dynamics, Power BI, Smartsheet or similar business systems considered an asset.
Skills
- Exceptional organizational and time-management abilities.
- Highly proactive with the ability to anticipate requirements before they become urgent.
- Exceptional attention to detail and commitment to accuracy.
- Strong critical-thinking, analytical and problem-solving abilities.
- Excellent judgment and ability to make appropriate decisions with limited direction.
- Ability to independently manage multiple competing priorities and deadlines in a fast-paced environment.
- Strong business acumen and professional presence.
- Exceptional written and verbal communication skills.
- Ability to communicate confidently and professionally with executives and stakeholders at all organizational levels.
- Strong research, reporting and presentation-development capabilities.
- Ability to influence and coordinate others without formal authority.
- High degree of discretion, integrity and confidentiality.
- Adaptable, resourceful and comfortable working with changing priorities.
- Strong sense of accountability and follow-through.
Experience
- 7+ years of progressive administrative or business coordination experience.
- Minimum 3–5 years supporting senior executives or C-Suite leaders strongly preferred.
- Demonstrated experience managing confidential and sensitive business information.
- Experience coordinating complex projects, meetings, travel, events and executive priorities.
Communication
- Excellent English Communication skills (oral and written)
- Strong Interpersonal skills with a team mindset
- Ability to conduct meetings and presentations with confidence
Responsibilities:
Executive & Administrative Support
- Provide high-level administrative and business support to the President and Executive Leadership Team.
- Proactively manage executive calendars, meetings, appointments and competing priorities.
- Anticipate upcoming requirements, deadlines and commitments and ensure appropriate preparation and follow-through.
- Coordinate executive travel, accommodations, itineraries and related arrangements.
- Draft, review and prepare professional correspondence and communications on behalf of executives.
- Maintain organized and confidential executive records, correspondence, meeting materials and documentation.
- Exercise sound judgment when prioritizing inquiries, requests, meetings and communications requiring executive attention.
- Handle highly sensitive and confidential company and employee information with a high degree of discretion.
Meeting & Action Item Coordination
- Organize and prepare for executive and leadership meetings, including agendas, supporting documentation, presentations and meeting logistics.
- Attend meetings as required and prepare accurate minutes, summaries, decisions and action items.
- Maintain and monitor outstanding action-item lists to ensure commitments and deadlines are tracked.
- Follow up with responsible individuals and departments to support timely completion of action items.
- Ensure executives are appropriately briefed and prepared in advance of meetings and key discussions.
- Coordinate information and documentation required from various departments for executive review.
Business Reporting, Research & Special Projects
- Conduct research, compile information and consolidate materials to support executive decision-making.
- Prepare reports, presentations, spreadsheets and other executive-level business materials.
- Assist with data collection, reporting and maintenance of accurate business information.
- Complete a variety of special projects as assigned by the President and Executive Leadership Team.
- Coordinate projects involving multiple departments, ensuring timelines, deliverables and outstanding items are appropriately tracked.
- Identify issues, gaps or outstanding information and proactively work toward resolution.
- Take ownership of assigned projects and responsibilities from initiation through completion with minimal supervision.
Communication & Cross-Functional Coordination
- Act as a professional liaison between the President, Executive Leadership Team, employees, customers, suppliers and external stakeholders.
- Facilitate the effective flow of information between executives and departments throughout the organization.
- Coordinate with department leaders and employees to gather information, complete executive requests and meet organizational deadlines.
- Communicate professionally and confidently with stakeholders at all levels of the organization.
- Support the preparation and coordination of company-wide or executive communications as required.
- Build effective working relationships across departments to support collaboration and timely execution of priorities.
- Influence and coordinate others effectively without formal supervisory authority.
Organizational & Administrative Excellence
- Identify opportunities to improve administrative processes, systems, communication and organizational efficiency.
- Develop and maintain administrative processes, templates, tracking tools and documentation to support consistency and efficiency.
- Support planning and coordination of company meetings, leadership events and other internal or external events.
- Maintain a high standard of accuracy, organization and professionalism across all assigned responsibilities.
- Provide administrative support across departments as required while effectively balancing executive priorities.
- Adapt quickly to changing business needs and priorities in a fast-paced environment.
- Demonstrate a strong sense of accountability, urgency and follow-through.
