Executive Assistant

Job Description

At GHD, we don’t just believe in the power of commitment, we live and breathe it every day.

That’s why we pledge to support and empower all of our people to make a positive impact when working hand in hand with our business to drive change. We'll help you accelerate your career and empower you with the right technology and training as you bring ideas and projects to life.

Together with your colleagues, clients and partners, you'll make an impact that is felt by all. See where your commitment could take you.

Who are we looking for?

Our office in Waterloo is looking to bring onboard a tech-savvy, highly organized, and proactive Executive Assistant to provide exceptional administrative and operational support to the Practice Leader of our SaaS product organization. This is a hybrid role, with in-office work required a couple of days per week. This position is in a fast-paced environment, optimizing processes, and anticipating needs. This a key role in keeping our leadership team focused on strategic goals while managing day-to-day priorities with ease.

In an ever-changing world, it requires creativity and innovation to stay ahead.

We’re seeking the curious, those who are stimulated by fresh thinking and a desire to shape our communities in new, positive ways.

As part of a truly global team, working on complex and rewarding projects, you'll be at the forefront of driving change

See what the power of commitment can do for you.

Working with an energetic and high performing team, this position offers a variety of work and will see you involved in:

• Manage the Practice Leader’s calendar with precision, scheduling meetings, appointments, and travel while optimizing for efficiency and strategic priorities.
• Serve as a gatekeeper, screening and prioritizing emails, calls, and requests to maintain focus on high-impact objectives.
• Create, edit, and format polished documents, presentations, and reports using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Coordinate internal and external meetings, including agenda preparation, minute-taking, and action item follow-ups.
• Organize all staff events and meetings, preparing PowerPoint presentations, coordinating with presenters, ordering catering, booking rooms, and ensuring seamless logistics, scheduling, and communication across teams.
• Manage expenses, including tracking, reporting, and reconciling budgets with accuracy and attention to detail.
• Identify opportunities to streamline workflows, recommend process improvements, and implement tools to boost productivity.
• Handle sensitive and confidential information with the utmost professionalism and discretion.
• Support project coordination by tracking deadlines, aligning deliverables, and collaborating with cross-functional teams.
• Conduct research, compile data, and deliver actionable insights to inform decision-making.
• Anticipate the Practice Leader’s needs, proactively solving problems and addressing challenges before they escalate.
• Occasionally support other senior leaders as necessary, providing flexible assistance across the leadership team.
• Promoting Employee Experience and Cultivating Culture: Foster a positive and inclusive workplace environment that may include organizing team-building activities, recognizing employee achievements.
  
  

What you will bring to the team:

• Proven experience as an Executive Assistant or in a similar administrative role supporting senior leadership.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and a strong ability to adopt new technologies quickly.
• Exceptional organizational skills, with a track record of juggling multiple tasks and deadlines seamlessly.
• A proactive, solutions-oriented mindset with a passion for process optimization and efficiency.
• Outstanding written and verbal communication skills, paired with meticulous attention to detail.
• Tech-savvy, with experience using SaaS tools, collaboration platforms, or emerging technologies.
• Ability to work independently, take initiative, and excel in a fast-paced, ever-changing environment.
• Unwavering professionalism, confidentiality, and discretion in all interactions.
  
  

As a diverse and inclusive organization, we encourage individual achievement and recognize the strength of a diverse workforce. GHD is an equal opportunity employer. Upon request, GHD will provide reasonable accommodation for applicants with disabilities throughout the recruitment and selection process.