Executive assistant

Description

We are seeking a highly organized, bilingual (asset), and proactive Executive Assistant to provide direct support to two senior leaders within Dealer Services. This role requires exceptional multitasking, discretion, and the ability to manage complex schedules and priorities in a fast-paced environment.

Key Responsibilities

• Manage calendars and emails for both Vice Presidents, including complex scheduling across the Executive Team
• Anticipate needs and implement tools and procedures to enhance office efficiency
• Maintain and update schedules for recurring committee meetings
• Draft, revise, translate, and format documents, correspondence, and PowerPoint presentations in both official languages
• Coordinate national strategic meetings, including travel, accommodations, venues, and catering
• Organize and support Town Halls (All Employee, New Employee, Operations, etc.)
• Attend meetings (virtual/in-person), take notes, and summarize key takeaways
• Coordinate conference attendance logistics (travel, registration, hotel, etc.)
• Maintain organizational charts for both Vice Presidents and their teams
• Support and organize DMS meetings (2.5, 3, and 4), including guest coordination and content preparation
• Manage security requests via the SecurityRequest platform
• Oversee onboarding of new employees: IT setup, security, building access, and team introductions
• Represent both Vice Presidents as a committee member on Viva Engage
• Perform various ad hoc administrative duties as required
  
  

Qualifications

• Minimum 10 years of experience in a high-level Executive Assistant role
• Excellent interpersonal, communication, and collaboration skills with internal and external stakeholders
• Strong organizational and time management abilities; able to juggle multiple priorities and deadlines
• High attention to detail, discretion, and sound judgment
• Proficient in Microsoft 365 tools: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote
• Experience in a Lean environment is considered an advantage
• Demonstrated professionalism and commitment to confidentiality
• Knowledge of the French language is an asset.
• Position based in Toronto or Oakville