Assistant Secretary

Job Title: Assistant / Secretary

Reports To: Chief Executive Officer (CEO)

Company: GenCore Utilities Ltd.

Location: Markham, ON (In-Office)

Employment Type: Full-Time

About GenCore Utilities Ltd.

At GenCore Utilities Ltd., we power communities through innovative, sustainable, and technically advanced solutions across the telecommunications, utility, and energy sectors. Our design and engineering teams are at the forefront of network modernization, delivering projects that connect people and infrastructure efficiently and responsibly.

Position Summary

The Assistant / Secretary provides high-level administrative, organizational, and confidential support to the Chief Executive Officer. This role is responsible for managing the CEO's calendar, communications, meetings, travel arrangements, and special projects while ensuring smooth day-to-day executive operations. The ideal candidate is highly professional, organized, proactive, and capable of handling sensitive information with discretion.

This position plays a critical role in supporting the CEO and contributing to the efficiency and success of the organization.

Key Responsibilities

Executive Support

• Manage and maintain the CEO's calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparing agendas, presentations, and meeting materials.
• Screen and prioritize incoming calls, emails, and correspondence.
• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, edit, and proofread correspondence, reports, presentations, and other business documents.

Administrative Duties

• Organize and maintain confidential files, records, and corporate documents.
• Prepare meeting minutes and track follow-up actions.
• Coordinate travel arrangements, accommodations, and itineraries for the CEO.
• Process expense reports and manage executive-related administrative tasks.
• Assist with planning company events, board meetings, and executive functions.

Communication & Coordination

• Liaise with senior management, employees, clients, vendors, and business partners on behalf of the CEO.
• Ensure timely communication and follow-up on key business matters.
• Coordinate cross-functional projects and monitor progress on assigned initiatives.
• Prepare reports, summaries, and briefings to support executive decision-making.

Confidentiality & Professionalism

• Handle sensitive and confidential information with a high level of discretion.
• Maintain professionalism and diplomacy when interacting with stakeholders.
• Exercise sound judgment and prioritize tasks in a fast-paced environment.

Qualifications

• Diploma or Bachelor's degree in Business Administration, or a related field preferred.
• Minimum 3-5 years of experience supporting senior executives, preferably at the CEO or executive level.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize competing demands.
• High level of professionalism, accuracy, and attention to detail.

Key Competencies

• Confidentiality and integrity
• Strong interpersonal skills
• Proactive problem-solving
• Excellent organization and planning
• Adaptability and flexibility
• Professional judgment and decision-making
• Ability to work independently with minimal supervision

Salary Range: CAD $50.000–$70.000. Benefits and any bonus are additional.

What We Offer

· Opportunity to work on major utility and infrastructure projects across Canada.

· Exposure to multidisciplinary engineering and utility design projects.

· Competitive compensation and comprehensive benefits package.

· Professional development and career advancement opportunities.

Application Information

Vacancy status: This posting is for an existing vacancy.

Use of artificial intelligence: GenCore Utilities Ltd. does not use artificial intelligence to screen, assess, or select applicants for this position.