Overview
Our growing client in Hamilton is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior management.
The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities efficiently. This role offers an excellent opportunity to contribute to a dynamic organization by streamlining daily operations and ensuring executive needs are met with professionalism and discretion.
Key Responsibilities will be as follows:
Executive Support
- Manage and prioritize the CEO’s calendar, appointments, meetings, and travel arrangements.
- Prepare meeting agendas, minutes, presentation materials, and follow-up action items.
- Screen and manage incoming communication (emails, calls, documents) and respond on behalf of the CEO when appropriate.
- Coordinate and support board meetings, executive leadership meetings, and strategic planning sessions.
Operational & Project Coordination
- Oversee and track key projects, deadlines, and deliverables on behalf of the CEO.
- Conduct research, compile reports, and prepare briefings for meetings and presentations.
- Assist with special initiatives and cross-departmental projects.
- Ensure smooth workflow and information flow between the CEO and various departments.
Stakeholder Management
- Serve as a liaison between the CEO and staff, clients, partners, vendors, and board members.
- Maintain strong professional relationships and support positive communication on behalf of the CEO.
- Handle confidential and sensitive matters with the highest discretion.
Administrative Management
- Organize documents, files, contracts, and correspondence for easy access and retrieval.
- Process expense reports, invoices, and financial documents related to the CEO’s office.
- Maintain office systems, databases, and records.
- Help manage CRM screening to manage Marketing and Sales department.
Experience
- Required Experience
- 3–7 years of experience providing executive-level administrative support, preferably to C-suite executives (CEO, COO, CFO).
Preferred Experience
- Experience working in a fast-paced, high-growth environment.
- Prior work in industries such as technology, consulting, finance, real estate, or other executive-driven sectors.
- Background in coordinating board meetings, executive retreats, or strategic planning sessions.
- Experience supporting special projects, research assignments, or business operations.
Soft Skills & Competencies
- Strong organizational/time-management skills with a proven track record of staying ahead of deadlines.
- Excellent written and verbal communication, including drafting professional emails and correspondence.
- High emotional intelligence (EQ) and ability to work with diverse personality types.
- Strategic thinker who can anticipate the CEO’s needs and act proactively.
- Ability to remain calm, composed, and solution-focused under pressure.
- Demonstrated experience managing complex calendars, high-volume scheduling, and coordinating domestic/international travel.
- Proven ability to prepare executive-level presentations, reports, and meeting materials.
- Experience handling confidential information and working with senior leaders, board members, and external stakeholders.
- Hands-on experience managing multiple concurrent projects with tight deadlines.
- Strong background in using productivity tools such as:
- Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
- Google Workspace
- Project management tools (Hubspot)
- Virtual meeting platforms (Zoom, Teams)