We are looking for an experienced Executive Assistant to provide senior-level support to an executive leadership team. This long-term contract opportunity is ideal for someone who thrives in a fast-paced environment, brings strong judgement to shifting priorities, and helps leaders stay organized, informed, and focused on strategic objectives. The successful candidate will strengthen executive operations through proactive coordination, effective communication, and dependable follow-through across meetings, travel, governance activities, and day-to-day administration.
Responsibilities:
- Manage demanding executive calendars by organizing appointments, resolving scheduling conflicts, and ensuring leaders are prepared for changing priorities.
- Coordinate meetings, business travel, and leadership events, including logistics, documentation, and follow-up actions to keep commitments on track.
- Prepare agendas, briefing notes, summaries, and presentation materials that support informed decision-making at the executive level.
- Monitor key priorities, decisions, and outstanding actions to help leadership maintain momentum on short- and long-range initiatives.
- Build structure around executive routines, planning cycles, and internal coordination so workflows run efficiently across distributed teams.
- Develop high-quality slide decks, correspondence, and executive-ready documents for board sessions, leadership reviews, and external stakeholders.
- Act as a central liaison among executives, senior leaders, and advisors to improve communication and advance business priorities smoothly.
- Process expense submissions, maintain corporate records, and support governance documentation with a high level of accuracy and discretion.
- Organize board meeting logistics throughout the year, compile meeting packages, and maintain calendars, minutes, and related governance records.
- Assist with compliance-related administrative activities, including support for business registrations across multiple jurisdictions.
- Minimum 5 years of experience providing executive-level administrative support, ideally working with senior leaders or C-suite stakeholders.
- Strong background in calendar management, meeting coordination, and travel planning within a fast-moving business environment.
- Advanced proficiency with Microsoft Outlook and Microsoft Office tools, including creating detailed presentations and executive summaries.
- Demonstrated ability to manage confidential information with tact, sound judgement, and discretion.
- Excellent organizational skills with the ability to balance multiple deadlines, shifting requests, and competing priorities.
- Experience preparing meeting materials, capturing minutes, and following through on action items to support accountability.
- Strong written and verbal communication skills, with the ability to work effectively across leadership teams and external contacts.
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