Executive Assistant

OVERVIEW

The Executive Assistant provides high-level administrative support to the President & CEO, Leadership Team, and Corporate Secretary.

ADMINISTRATION

The role involves essential HR and Communications tasks such as recruitment and administrative support.

RESPONSIBILITIES

EXECUTIVE ADMINISTRATION

• Schedule meetings and maintain calendars for the CEO and Senior Leadership staff.
• Undertake special administrative or other projects as required.
• Provide administrative assistance regarding membership dues.

CONFIDENTIAL FILES

• Maintain confidential documents and files.
• Maintain corporate membership files and database.
• Update employee information on the website and maintain a current contact list.

CORPORATE SECRETARY SUPPORT

• Support the annual election of the Board of Directors, including ballot distribution, result collation, and communication to members.
• Produce and revise Board of Directors manuals electronically and in hard copy.

EXECUTIVE ASSISTANT

• Prepare, proofread, and edit correspondence, presentation materials, and meeting agendas for external and internal distribution.
• Prepare and distribute Board of Directors, Finance, and Executive Committee meeting materials.

COMMUNICATIONS SUPPORT

• Coordinate production of organizational communication tools such as staff business cards and signage.

AGM PLANNING

• Plan, coordinate, and manage association events such as the annual general meeting and reception.

ARRANGE TRAVEL & CATER MEETINGS

• Arrange travel for executives and key staff members.
• Arrange catering for various meetings.

CORPORATE SECRETARY ASSISTANCE

• Assist the Corporate Secretary with membership matters and prepare communications for external distribution.

HUMAN RESOURCES

• Assist with recruitment tasks, including job postings, scheduling interviews, and onboarding support.
• Provide administrative support for HR functions.
• Maintain accurate employee records and HR files.

INVOICING

• Review invoices for accuracy and sign-off.

INDUSTRY REPORTING

• Research and compile industry reports for Executive Management.

SCHEDULING

• Schedule employee education courses, including lunch-and-learns.

REQUIREMENTS

SKILLS

• Intermediate skills in Adobe Acrobat, Photoshop, and InDesign.

EDUCATION

• A post-secondary education, such as a college diploma in Office Administration, is an asset.

WORK UNDER PRESSURE

• Proven ability to work under pressure, manage heavy workloads, and meet tight deadlines with strong attention to detail.

ORGANIZATIONAL SKILLS

• Strong organizational skills, with the ability to work independently and prioritize assignments effectively.

EXPERIENCE

• A minimum of 5 years of experience in Administration and/or as an Executive Assistant.

COMMUNICATION

• Exceptional written, oral, and interpersonal communication skills, with the ability to engage professionally and diplomatically with staff, board members, member company representatives, media, and stakeholders.

CUSTOMER SERVICE

• A collaborative, service-oriented approach with a focus on delivering excellent support to internal and external audiences.

MICROSOFT OFFICE PROFICIENCY

• Proficiency in Microsoft Office programs, including Word, PowerPoint, Outlook, and Excel.