Executive Assistant

Our client is seeking a highly professional and experienced Executive Assistant to the President to provide senior-level administrative and organizational support in a fast-paced, regulated, and operationally sensitive environment. This role serves as the primary point of coordination for the Office of the President and requires a candidate who can operate with discretion, sound judgment, and exceptional attention to detail.

The successful candidate will be a trusted partner to the President, ensuring priorities are managed effectively and all communications, scheduling, travel, meetings, and administrative functions are handled with professionalism and efficiency.

Key Responsibilities

• Manage a complex executive calendar, including meetings, appointments, travel, and shifting priorities.
• Coordinate logistics for Board meetings, senior leadership meetings, and external engagements.
• Draft, review, and manage correspondence including emails, letters, memos, and briefing notes.
• Screen incoming communications and respond independently where appropriate.
• Prepare agendas, meeting materials, pre-read packages, minutes, and action items.
• Arrange travel, prepare itineraries and briefing packages, and reconcile related expenses.
• Maintain organized physical and digital filing systems for the Office of the President.
• Prepare reports, presentations, and briefing materials as required.
• Act as a professional liaison with internal teams, Board members, regulatory contacts, and external partners.
• Support Board administration, including preparation of packages, maintenance of governance records, and coordination of meeting logistics.
• Manage day-to-day administrative tasks for the Office of the President, including supplies, invoices, expense claims, and purchase requisitions.

Candidate Requirements

• Post-secondary diploma or degree in business administration, office administration, or a related field, or an equivalent combination of education and experience.
• 3-5+ years of progressive experience in an executive support role supporting a C-suite executive.
• Experience in a regulated, safety-sensitive, or government-adjacent environment is considered an asset.
• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple competing priorities.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent judgment and proven ability to handle confidential information with absolute discretion.
• Professional, proactive, detail-oriented, and capable of working independently.