Administrative Assistant to CEO & Executives

About the role

We are seeking a proactive Administrative Assistant to provide comprehensive support to the President & CEO and other senior executives. 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 leadership.
• Manage the CEO’s calendar, schedule meetings, and coordinate logistics, including catering and participant notifications.
• 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 support 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, compiling board books for committees.

Required profile

• Bachelor’s degree or equivalent experience.
• Minimum of 3 years of experience as an executive or administrative assistant.
• Excellent verbal and written communication skills.
• High level of discretion and confidentiality.
• Strong organizational, time‑management and problem‑solving abilities.
• Ability to interact professionally with all organizational levels and external stakeholders.
• Adaptability to changing priorities and ability to work under pressure.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using BoardVantage or similar board‑management software.