WilsonHCG

Work Location: Hybrid (3 days)

Position Type: Permanent 

Location: Mississauga 

Compensation Range: $60,000-70,000

Our client is seeking a proactive and highly organized Executive Assistant to support three c suite executives. This role is ideal for someone who thrives in a fast-paced, dynamic environment and is eager to take on a variety of responsibilities to ensure the smooth functioning of the executives day-to-day needs. The ideal candidate will be detail-oriented, resourceful, and able to manage multiple priorities while providing critical support to senior leadership. In addition to key administrative tasks like calendar management, travel coordination, and meeting preparation, you will gain exposure to strategic decision-making and work on high-impact projects.

Responsibilities:

• Manage high-volume meetings and calendar scheduling for three executives, ensuring all appointments, events, and conference calls are well-coordinated.
• Coordinate all logistics for meetings, including booking rooms, ordering catering, and preparing any required materials.
• Handle all travel arrangements, including preparing detailed schedules and distributing itineraries. Manage last-minute changes with efficiency and professionalism.
• Assist in the creation, editing, and modification of presentations, spreadsheets, and other critical documents for internal and external communications.
• Prepare draft reports, research, and background information to ensure executives have all necessary context for meetings and key decisions.
• Distribute meeting agendas, prepare executives for meetings, and take meeting minutes/action items as needed. Follow up on action items to ensure completion.
• Prepare, track, and reconcile expense reports with precision.
• Manage the flow of information and emails from both internal and external sources, ensuring timely responses and organization.
• Maintain confidentiality and exercise discretion in managing sensitive information, internal communications, and high-level meetings.
• Support the execution of team and company-wide events, collaborating with other departments to bring our cultural and social initiatives to life.
• Track and manage legal contracts, NDAs, and documentation for special projects.
• Assist with preparing materials for Board & Board Committee meetings, including uploading documents to secured platforms for key stakeholders.
• Help onboard new employees by coordinating account setups, equipment, and training schedules.
• Ensure effective communication within the executive team, keeping everyone informed on project progress, deadlines, and relevant updates.
• Provide strategic administrative support, proactively identifying potential areas for efficiency improvement.
• Act as a liaison between executives and other senior executives, managing communication and ensuring alignment on priorities.
• Monitor executives schedule for potential conflicts and provide thoughtful recommendations for time management and prioritization.
• Manage sensitive and confidential materials and information, providing utmost discretion in all interactions.

Qualifications:

• 1-3 years' experience as an Executive Assistant supporting senior executives or leadership, preferably in fast-paced or high-growth environments.
• Undergraduate degree or diploma preferred.
• High-energy and self-motivated with the ability to take initiative, anticipate needs.
• Strong attention to detail, exceptional time management skills, and the ability to multitask with grace and professionalism.
• Proven organizational skills with the ability to prioritize effectively and manage competing demands.
• Resourceful, proactive, and adaptable, able to pivot quickly and handle last-minute changes.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), with the ability to adapt to new technology and systems as required.
• Ability to apply discretion and make sound decisions within defined parameters.
• Strong written and verbal communication skills, with the ability to communicate effectively with stakeholders at all levels.
• Excellent interpersonal skills with the ability to build rapport and trust with various internal teams and external partners.
• Experience managing confidential information and exercising discretion in all matters.
• Tech-savvy, with an ability to manage systems and applications that improve workflow efficiency.

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