Job Description
<p dir="ltr">We are seeking a highly organized, proactive, and discreet Executive Administrative Assistant to support the CEO and Executive Office with day-to-day administrative functions, project coordination, and relationship management. This role is critical to ensuring smooth operations and aligned communication across internal and external stakeholders. The ideal candidate thrives in a fast-paced environment, demonstrates sound judgment, and brings a mix of administrative precision and relationship-building expertise.</p>
<strong>Location: Leamington, Ontario</strong><br />
<strong>Position Type: </strong>Full-time<br />
<br />
<strong>What You’ll Be Doing:</strong> <h4 dir="ltr">Administrative & Executive Support</h4> <ul dir="ltr"> <li>Manage complex calendars, travel arrangements, expense reporting, and meeting logistics</li> <li>Draft, proofread, and edit correspondence, reports, presentations, and confidential documents</li> <li>Maintain organized and confidential filing systems, both digital and physical</li> <li>Answer and screen calls, greet visitors, and act as the administrative gatekeeper to the CEO’s office</li>
</ul> <h4 dir="ltr">Systems & Process Optimization</h4> <ul dir="ltr"> <li>Participate in system documentation and training for repeatable, efficient workflows.</li> <li>Identify and recommend improvements to administrative systems and workflows.</li>
</ul>
Confidentiality, Compliance & Financial Support <ul dir="ltr"> <li>Handle sensitive and confidential materials with a high level of discretion and integrity</li> <li>Assist with financial documentation preparation, including reconciliation and CRA-related filings</li> <li>Ensure administrative processes are compliant with policies and governance best practices</li>
</ul>
Project & Research Coordination <ul dir="ltr"> <li>Conduct background research and summarize findings to support executive decision-making.</li> <li>Assist with onboarding of new projects, investments, or external stakeholders.</li> <li>Support special projects as assigned by the CEO or Executive Assistant.</li>
</ul>
Stakeholder & Vendor Relationship Management <ul dir="ltr"> <li>Process vendor payments and liaise with external experts (legal, HR, IT, etc.) on behalf of the Executive Office.</li> <li>Ensure consistent communication and follow-through with stakeholders, board members, and consultants.</li>
</ul> <h4 dir="ltr">Meeting & Board Coordination</h4> <ul dir="ltr"> <li>Schedule and coordinate Board and executive committee meetings.</li> <li>Prepare briefing materials, track action items, and assist in the development of annual reports.</li> <li>Support internal and external meeting logistics, including follow-up documentation.<br /> </li>
</ul>
Position Requirements: <ul dir="ltr"> <li>Post-secondary diploma or certificate in business administration or related field.</li> <li>3-5 years of experience supporting C-suite or senior executives in a fast-paced environment.</li> <li>High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and project management tools.</li> <li>Exceptional organizational and time management skills; able to manage competing priorities.</li> <li>Strong communication and interpersonal skills, with a client-service mindset.</li>
</ul>
</br></br><p>This posting is an open posting to support current and upcoming roles. Only qualified candidates will be contacted.</p>
.svg)