Executive Assistant

About the role

Our culture lifts you up-there is no ego in the way. Our common purpose? We all want to win for our customers. We aim to always be evolving, dynamic, and ambitious. We believe in the power of genuine connections. Each employee is a part of what makes us unique on the market: agile and dedicated.

Time Type: Regular

Job Summary

The Executive Assistant to the Chief Operations Officer (COO) delivers high-level administrative support, to ensure the efficient management of priorities, communication, and operations

The ideal candidate will manage complex administrative logistics, serve as a professional liaison for internal and external stakeholders, and oversee executive communications, events, and leadership materials with executive presence and detail-oriented precision.

Key Responsibilities

• Executive Support & Prioritization: Manage the COO agenda, correspondence, and priorities, ensuring timely follow-ups and seamless workflow.
• Communication & Collaboration: Act as the primary point of contact for internal teams and external partners, facilitating effective communication and coordination.
• Event & Meeting Coordination: Oversee the planning and execution of the town hall and other key events, coordinating presenters, preparing presentations, and ensuring follow-up actions.
• Administrative & Logistical Support: Organize in-house and external meetings, providing full administrative support and ensuring smooth logistics.
• Resource Management: Handle various team requests, maintain accurate records, and serve as the go-to resource for key operational needs.
• Finance & Expense Oversight: Track and process invoices and expense accounts, ensuring timely and accurate reconciliation for US and Canada.
• Travel Management: Coordinate all aspects of travel and meeting arrangements and select team members, including flights, accommodations, and expense reporting.
• Compliance & Process Adherence: Ensure adherence to company policies and maintain high standards of diligence in all administrative processes.
• Cross-Departmental Collaboration: Work closely with executive assistants across other departments to ensure alignment and efficiency.
• Additional Support: Take on other tasks as needed to support the evolving needs of the department.

Specific Qualifications and Requirements

• Experience: A minimum of 8 years as an executive assistant to senior management
• Education: Diploma of Collegial Studies (DEC) in office administration, business administration, or a relevant field.
• Experience managing high-level stakeholders and handling sensitive information with discretion.
• Experience handling expense tracking, budget management, and invoice processing.
• Proficient in Google Workspace, with a willingness to learn new software.
• Strong interpersonal skills, demonstrating professionalism, discretion, and tact.
• Exceptional organizational and time management skills, with the ability to juggle multiple priorities in a fast-paced environment.
• High integrity and maturity, fostering trust and accountability in all interactions.
• Bilingual proficiency in English and either French or Spanish is considered a strong asset.

Work Environment

• This role offers a hybrid arrangement, allowing for remote work with a requirement of at least two days per week in the office. Additionally, availability for on-site participation in special events is expected.
• #LI-HYBRID
• Location: Burlington, ON