Administrative Assistant

About the role

We are seeking a proactive Administrative Assistant to provide comprehensive support to the President & CEO and other senior leaders. The role involves preparing high‑quality documents, managing calendars, and ensuring smooth communication across the organization.

Key responsibilities

• Prepare documents and presentation materials for the CEO and senior executives.
• Manage the CEO’s calendar, schedule meetings, and coordinate logistics, including catering and travel.
• Assist the Corporate Secretary with board and shareholder meeting preparation and distribution of materials.
• Support the planning and delivery of the Strategic Plan, organizing files and work products.
• Provide administrative assistance to the VP, Corporate Secretary & Governance Officer and the VP, Human Resources & Facilities.
• Collect, compile, and distribute materials for executive and regulatory meetings.
• Oversee the reception area, greet visitors, handle packages, and follow Health & Safety procedures.
• Prepare detailed expense reports for the CEO and maintain the corporate calendar.
• Administer and upload board materials to BoardVantage, ensuring accessibility for board committees.

Required profile

• Bachelor’s degree or equivalent experience.
• Minimum of 3 years experience in an executive‑assistant or similar role.
• Excellent verbal and written communication.
• Strong organizational, time‑management and problem‑solving abilities.
• High level of discretion and confidentiality.
• Ability to adapt to changing priorities and work under pressure.

Required skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• BoardVantage or comparable board‑management software.