Executive Administrative Assistant

Position Summary:

We are seeking a highly organized and professional Executive Administrative Assistant to provide confidential senior-level support to the Chief Executive Officer. This role requires exceptional administrative skills, strong communication abilities, and the ability to manage a dynamic workload efficiently.

Key Responsibilities:

Administrative Support (80%)

Prepare briefing notes, reports, and correspondence, including handling confidential information.

Maintain directories of key contacts and stakeholders.

Manage the CEO’s schedule, appointments, and travel arrangements while ensuring efficient time management.

Organize and maintain administrative and electronic files following records management principles.

Establish and maintain strong working relationships with executive leadership, government officials, and external partners.

Facilitate interactions with government agencies, advocacy groups, and professional associations.

Interpret policies, legislation, and organizational programs when required.

Meeting Coordination & Scheduling

Schedule and coordinate meetings, ensuring all logistics (venue, equipment, guest speakers, catering, etc.) are arranged.

Prepare and distribute relevant materials ahead of meetings.

Manage meeting invitations, confirmations, and follow-ups.

Information Management & Communication Flow

Manage correspondence and prioritize key matters for the CEO.

Summarize key documents and highlight priority items.

Ensure effective information flow between the CEO’s office and internal/external stakeholders.

Respond to complex inquiries in written and verbal formats.

Travel Arrangements (10%)

Coordinate all travel and accommodation arrangements for in-province and out-of-province trips.

Prepare and submit travel expense claims.

Other Duties (10%)

Order office supplies and process purchase orders.

Maintain organized filing systems.

Complete special projects as assigned by the CEO.

Perform other administrative tasks as needed.

Qualifications & Skills:

Completion of Grade 12 and a recognized post-secondary program in office administration, business, or a related field.

Extensive experience in senior administrative support.

Strong proficiency in Microsoft Office Suite and other relevant software.

Excellent organizational, time management, and decision-making skills.

Strong English composition and communication abilities.

Ability to work effectively under high-pressure situations and meet deadlines.

Preferred Qualifications:

Training in Records Information Management.

Bilingualism (English/French) is an asset.

Pay Rate: $26.00 - $29.00 per hour

Hours: 37.5 hours per week

Work Location: Primarily in-office, with an expectation of 3 days per week (5 days for the initial 2 weeks).

Criminal Background Check: Required

Contract Length: 3 months (with possible extension)

Start Date: ASAP

This is a temporary position with employment structured through an external agency.