Executive Assistant

• Manage the President’s calendar, meetings, appointments, travel, and key deadlines.
• Coordinate schedules and meeting logistics with internal and external stakeholders.
• Prioritize competing requests, protect executive time, and ensure important commitments and deadlines are not missed.
• Prepare agendas, presentations, reports, correspondence, and meeting materials.
• Organize documents requiring review, approval, or signature and ensure the President is prepared for meetings and important discussions.
• Track priorities, action items, commitments, and follow-ups to keep projects and executive initiatives moving forward.
• Follow up with team members and stakeholders to ensure outstanding items are completed.
• Screen and prioritize communications, draft correspondence, and act as a professional liaison with employees, clients, vendors, consultants, and business partners.
• Coordinate travel, reservations, expense reports, invoices, memberships, subscriptions, and other administrative requirements.
• Support time-sensitive personal and business matters as required.
• Handle sensitive and confidential information with professionalism and discretion.

• Ensure organizational efficiency by providing coordination, customer service, relationship management and administrative support at the executive level
• Draw upon practical and specialist knowledge of business support processes and procedures
• Provide timely delivery of task-oriented, transactional, reporting and processing services with confidentiality, discretion and politically sensitive judgment
• Provide support on business planning, and detailed budget analysis, planning, tracking and reporting
• Support the divisional Vice President by conducting diverse and complex business support analysis and coordination activities
• Provide the divisional Vice President with the appropriate meeting materials
• Proactively resolve complex, confidential, sensitive, moderate to high risk business support issues
• Develop and maintain sensitive, diplomatic and strong working relationships with internal and external customers
• Provide support to the divisional leadership team by attending the appropriate meetings and creating meeting agendas
• Handle the preparation of minutes and establishment of deadlines for action
• Coordinate, prepare and gather information to assist in the preparation of reports, business and operating plan documents, fiscal program reports and status reports
• Responsible for administrative support processes including management of incoming correspondence and inquiries
• Participate in business planning and provides detailed budget analysis, planning, tracking and reporting
• Make recommendations for new approaches to business support work and broader issues resolution.

• Manage the CFO's calendar with full ownership
• Coordinate CFO travel logistics end-to-end
• Prepare and submit expense reports on behalf of the CFO
• Act as the primary liaison between the CFO and internal departments
• Draft, review, and manage confidential correspondence and communications
• Prepare briefing materials, agendas, presentations for CFO meetings
• Screen and prioritize incoming requests directed to the CFO
• Serve as the primary point of contact for the Montreal office
• Oversee office supply procurement, inventory management, and vendor relationship management
• Support the onboarding logistics for new employees joining the Montreal office
• Plan and coordinate internal events including room bookings and catering arrangements

Executive Assistant, Office Administrator

• Manages all aspects of the VP’s short-term and long-term calendar to ensure meetings are prioritised with internal and external clients/business partners as appropriate
• Assists in the preparation and distribution of meeting agendas, letters, memos, presentations and reports
• Works with VP to create materials for a variety of audiences including employees, executives and stakeholders
• Utilizes your Power Point and communication skills to help translate written content into compelling, visually appealing presentations
• Effectively works with other EA’s in scheduling and coordination for meetings and other needs
• Proactively anticipates the needs of the VP in a dynamic and fast paced environment
• Manages all travel arrangements and accompanying material
• Helps manage budget and reporting, liaising with Finance where necessary

• Own the Founder’s inbox, calendar, scheduling, and daily administrative priorities so important matters receive timely attention.
• Support the Founder and Omnichannel Account Manager with accurate, organized operational and administrative work.
• Coordinate multiple projects from assignment through completion, keeping owners, deadlines, and next steps visible.
• Conduct market and competitor research and translate findings into clear, decision-ready reports.
• Build, maintain, and analyze spreadsheets and reports using Excel and Google Sheets.
• Follow up consistently with vendors, customers, and business partners until commitments and outstanding tasks are completed.
• Draft professional emails, send timely responses, and manage follow-ups without requiring reminders.
• Support pricing, product, launch, and operational initiatives with an understanding of margins, fulfillment, and commercial priorities.
• Assist with operations across Amazon, Walmart, Target, Best Buy, Walgreens, TikTok Shop, and other retail or e-commerce channels.
• Use Claude, ChatGPT, and similar AI tools to improve speed and quality while independently validating facts, calculations, and recommendations.

• Provides a wide range of administrative support to the ADM, Department Chair, Academic Leaders, faculty, staff, and students of the department.
• Solves routine problems using University policy, procedures, or processes based on the direction from the Administrative/Academic leaders.
• Prepares minutes, emails, internal and external communications, agendas and other correspondence for meetings.
• May prepare HR documentation for a variety of positions and maintain personnel files.
• Supports the Chair in ensuring collection, completion, and storage of documents for department activities.
• Assists with travel arrangements and expense payments.
• Assists faculty, staff and student groups with event planning, organizing and implementation.
• Responds to inquiries in person, by phone, and email and manages department mail.

• Provide high level executive administrative support to the Director of Engineering and Sales and Plant Manager and management team
• Manage complex calendars, including scheduling, prioritizing, and coordinating meetings, and site visits
• Oversee incoming and outgoing communications including emails management, meetings, calls, and follow-ups
• Travel Coordinator for Canada - implementation and maintenance of travel system; including training and assisting travellers
• Administrator for local company cars and rental agreements
• Prepare monthly briefings on Sales Performance Reviews and Operations Performance Reviews
• Support internal to shop floor employees and preparation of townhall content
• Handle confidential and sensitive information with discretion, professionalism, and sound judgment
• Act as an extension of the Executives, representing them with tact, courtesy and professionalism at all times

Executive Assistant, Aerospace

• Provides secretarial and administrative duties for the Managers and sectional staff.
• Responsibilities include scheduling meetings, preparation of correspondence and minutes, maintaining sectional files and tracking, and other related administrative duties.
• Prepares, composes and proofreads correspondence on a variety of routine matters.
• Drafts communication for general staff notices or information to be shared for the consideration of the Managers.
• Acts as a contact for Managers and ensures information is disseminated to appropriate staff.
• Schedules appointments, arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, set-up of audio-visual equipment, coordination of food/beverage as required and informs participants of same.
• Takes dictation/minutes of meetings and performs transcription as required.
• Records and reports approved staff absences, vacation, overtime, premiums, other HR and financial related items.
• Coordinates arrangements for staff training, attendance at courses, workshops, conferences, and memberships as required.
• Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By-law, including tracking and updating employee training, inventory and contact lists, and similar items.
• Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies and equipment; assisting with office equipment malfunctions or required maintenance/calibration, sorting and distributing incoming mail, processing outgoing mail, courier deliveries, filing and photocopying.
• Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.
• Manage and maintain invoices, PCard, and coordinates Manager approvals. Investigates discrepancies and reconciles outstanding balances.
• Works with other divisional Administrative Secretary to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.
• Provides support and back up to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant.

Administrative Secretary, Licensing & By-Law Services

• Provide high-level administrative and operational support to the CGO, CROO, and Leadership Team, including complex calendar management, prioritization of competing demands, and proactive scheduling optimization
• Coordinate executive meetings, leadership forums, and cross-functional working sessions, including agendas, briefing materials, and follow-ups
• Prepare and synthesize meeting notes, action items, and executive summaries as required
• Manage domestic and international travel arrangements, itineraries, and logistics with a focus on efficiency and executive readiness
• Support governance workflows including DocuSign routing, approval tracking, documentation integrity, and compliance-related administrative processes
• Maintain structured documentation across Confluence, SharePoint, Monday.com, and other workflow systems to ensure audit readiness and process consistency
• Support adherence to internal approval frameworks, ensuring proper routing, documentation, and tracking of executive-level decisions and sign-offs
• Identify and implement improvements to governance workflows, documentation standards, and operational procedures
• Coordinate onboarding and offboarding processes in partnership with P&C and IT, ensuring consistent, compliant, and well-documented execution
• Takes a lead with internal initiatives aligned to corporate leadership priorities i.e. plans corporate events
• Supports the P&C team with organizing both virtual and in-person activities throughout the year
• Manage executive-level expense tracking, credit card reconciliation, invoice submissions, and purchase order processing
• Support budget tracking and reporting accuracy for leadership-related expenditures
• Liaise with Finance as required to ensure timely and accurate processing of financial documentation
• Oversee office operations coordination, including supplies, vendor coordination, facilities requests, and workplace logistics
• Act as primary liaison with building management and internal operations teams for office needs (repairs, access, seating, meeting setup, etc.)
• Support in-person meeting and event logistics, including setup, coordination, and post-event wrap-up
• Manages the office space, orders supplies, kitchen stock up of drinks and snacks
• Develop, format, and refine presentation materials for town halls, board updates, leadership meetings, and strategic reviews
• Ensure consistency, clarity, and executive-level polish in all presentation and communication materials
• Support storytelling and structuring of leadership content for internal and external-facing presentations

Executive Assistant – 15 Month Contract

• Provides administrative support for the Executive Director including screening phone calls, scheduling meetings and appointments, participating in development of agendas for meetings.
• Receives informal and formal complaints from external resources such as clients, government and other agencies and facilitates the process by referring the complaint as per Agency protocol.
• Liaises and maintains ongoing communication with the Board President and other Board Members.
• Compiles, updates, maintains, and distributes Board Meeting agendas and minutes; attends all Board meetings, and Board committee meetings as required.
• Updates and maintains documentation such as Board of Directors Manual, etc.
• Support to other Directors as required for higher level Agency projects and initiatives.
• Agency wide support and coordination of internal and external events.
• Maintains mailing lists and efficient electronic filing system.
• Perform other duties as assigned.

• Manage special projects assigned by the executives
• Compile and analyze data, conduct research, prepare board reports, handle information requests, perform clerical functions
• Coordinate resources to support the executive in addressing identified issues
• Compose and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Respond to emails and voice mail messages on behalf of the executives
• Provide calendar management support by coordinating, setting, and monitoring daily calendars for the executive, prioritizing items based on an understanding of the business context (e.g. schedules meetings, arranges appointments, budgets time, and provides appropriate reminders)
• Responsible for the timely completion of expense reports, mileage claims and invoices
• Provides travel support, including arranging travel; securing transportation and accommodations; supports the registration process for conferences and trade shows and adhere to corporate travel processes
• Performs additional job-related responsibilities and duties as assigned

Executive Assistant jobs in Canada

See all jobs on JobTailor

Executive Assistant

Executive Assistant

Executive Assistant, Office Administrator

Executive Assistant

Executive Assistant

Executive Assistant

Executive Assistant, Aerospace

Administrative Secretary, Licensing & By-Law Services

Executive Assistant – 15 Month Contract

Executive Assistant

Executive Assistant