WilsonHCG

Work Location: Hybrid 

Position Type: Permanent

Location: Mississauga, Ont

Compensation Range: $95,000 

The Executive Assistant will provide administrative support to the Chief Operating Officer and the management team. The incumbent will manage most aspects of day-to-day office functions and to undertake a variety of tasks and responsibilities.

Responsibilities

Executive Support: 

• Serve as the primary point of contact for internal and external stakeholders on matters related to the COO.
• Proactively manage the Chief Operating Officer’s calendar, including managing conflicts and priority meetings in advance, providing effective preparation time for executives.
• Coordinate COO involvement with external stakeholders such as committees, working groups, associations, cities and regions.
• Arrange business travel including booking flights and accommodation, preparation of itineraries and conference registration.
• Confidentially respond to emails and filter as required.
• Organize departmental leadership team offsite meetings and quarterly department meetings. 
• Manage select department projects and initiatives as assigned, which may include researching subject matter as required, preparing correspondence and ensuring the quality of all outgoing material meets standards.
• Prepare expense reports for Vice President and reviews expense reports submitted by Leadership Team for accuracy and completeness 
• Prepare and process requisitions, releases, payment of invoices.
• Advanced Presentation and Communication:
• Develop high-quality presentations for Board of Director and Committee meetings, senior leadership updates, and external engagements.
• Collaborate with various departments to gather, analyze, and synthesize data for impactful presentations.
• Proofread and format board papers, ensuring compliance with corporate standards and deadlines.
• Prepare initial drafts of monthly/quarterly department reporting including data display and analysis, and activity reports for Executive and Board of Directors.

Project Management 

• Assist in the planning, tracking, and execution of key initiatives under the COO’s purview.
• Monitor progress on cross-departmental projects and prepare status updates for review.
• Proactively identify potential risks or delays in projects and recommend mitigation strategies.
• Follows up with leaders regarding due dates for various papers and presentations.

Operational Efficiency

• Design and maintain systems to streamline the COO's workflows and decision-making processes.
• Prepare governance and policy correspondence in accordance with the established document management and preparation protocols by ensuring accuracy and timely completion of materials.
• Coordinate with leadership teams to ensure timely follow-up on action items and deliverables.
• Prepare agendas, materials and action logs for departmental Leadership team meetings.

Stakeholder Management

• Build and maintain strong working relationships with internal and external stakeholders, including the leadership team, Executive and Management assistants and industry partners.
• Respond to internal and external requests for assistance, directing inquiries as appropriate.
• Anticipate stakeholder needs and prepare relevant materials or responses in advance.

Emerging Responsibilities

• Act as a key collaborator for transformation and innovation initiatives within the airport.
• Leverage digital tools and platforms to optimize reporting, scheduling, and collaboration.
• Support change management activities, including drafting communications and assisting in employee engagement strategies.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 4+ years of experience in an Executive Assistant or similar role, preferably supporting C-suite executives.
• Demonstrated experience working in a customer centric environment 
• Must be able to obtain and retain a Transportation Security Clearance
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word) and project management tools
• Strong aptitude for data visualization and creating executive-level presentations.
• Familiarity with tools for collaboration and workflow optimization (e.g., SharePoint, Slack).
• Excellent writing skills, including proper spelling, grammar and punctuation and ability to write and format moderately complex correspondence;
• Strong interpersonal skills and the ability to build relationships across all levels of the organization.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Proactive problem-solving and critical-thinking capabilities.
• Experience supporting large-scale projects and operational initiatives.
• Strong interpersonal skills coupled with a ‘can do’ attitude to provide great service to busy leaders.
• Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature;
• Excellent analytical and problem-solving skills with demonstrated attention to detail, accuracy and problem solving;
• Experience in the aviation or transportation industry is preferred 
• Certification in project management (e.g., PMP) is a plus.

All interested applicants who meet the qualifications listed above are invited to submit a resume by clicking "Apply Now".