Executive Assistant/Personal Assistant

BGIS; Markham; On-site; CAD 54,000 - 68,000; Full time

Job summary

BGIS is seeking an Administrative Coordinator to serve as a trusted partner to the President, Canada and Global CEO. This role goes beyond traditional administrative support, coordinating executive activities, travel, events, and key communications.

The ideal candidate is highly organized, discreet, and able to manage multiple priorities with professionalism. You will maintain calendars, prepare briefings, and liaise with internal teams and external stakeholders while upholding confidentiality.

Qualifications

• 3 to 5 years of progressive administrative, executive support, or executive coordination experience.
• Experience supporting senior leaders, executives, or C-suite professionals is strongly preferred.
• Exceptional organizational, planning, and time-management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Outstanding written and verbal communication skills.

Responsibilities

• Provide comprehensive administrative support to the President, Canada and Global CEO.
• Act as a trusted partner, managing both business priorities and select personal commitments with the highest level of professionalism and discretion.
• Maintain complex and dynamic calendars, ensuring alignment of executive meetings, business priorities, travel, personal appointments, and key deadlines.
• Prepare daily briefings and ensure executives are equipped with the information and materials required for appointments, meetings, and events.
• Manage confidential information and communications with sound judgment and absolute discretion.
• Serve as a key liaison between executives, internal teams, clients, and external stakeholders.
• Support the executive office and reception area as required.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Communication

Problem solving

Independence

Leadership support

Tools

Microsoft Office Suite

Job description

Are you an exceptionally organized, proactive professional who thrives in a fast-paced executive environment? Do you take pride in anticipating needs, managing complex priorities, and creating seamless experiences for senior leaders?

We are seeking a highly professional Administrative Coordinator to serve as a trusted partner to our Canadian President, and global CEO. This role goes beyond traditional administrative support, offering the opportunity to provide comprehensive coordination of executive business activities, communications, travel, events, and select personal commitments.

The ideal candidate is resourceful, detail-oriented, highly discreet, and able to navigate competing priorities with confidence and professionalism. You will play a critical role in enabling executive effectiveness by managing day-to-day operations, overseeing complex logistics, and ensuring professional and personal commitments are executed seamlessly.

What You'll Do

Executive Support & Coordination

• Provide comprehensive administrative support to the President, Canada and Global CEO.
• Act as a trusted partner, managing both business priorities and select personal commitments with the highest level of professionalism and discretion.
• Maintain complex and dynamic calendars, ensuring alignment of executive meetings, business priorities, travel, personal appointments, and key deadlines.
• Prepare daily briefings and ensure executives are equipped with the information and materials required for appointments, meetings, and events.
• Manage confidential information and communications with sound judgment and absolute discretion.
• Serve as a key liaison between executives, internal teams, clients, and external stakeholders.
• Support the executive office and reception area as required.

Executive & Personal Coordination

• Coordinate professional and personal schedules to ensure seamless management of executive commitments.
• Manage all aspects of business and personal travel, including flights, accommodations, transportation, itineraries, reservations, and contingency planning.
• Assist with personal projects, correspondence, appointments, and special requests as required.
• Coordinate household-related services, vendors, and logistics to support executive needs.
• Provide support with personal errands and lifestyle coordination while maintaining strict confidentiality.
• Anticipate needs, proactively resolve scheduling conflicts, and ensure priorities are effectively managed.
• Deliver a high-touch, white-glove level of support that allows executives to focus on strategic and operational priorities.

Reporting & Communications

• Coordinate the preparation and distribution of regional reports and executive updates.
• Assist with data collection, information gathering, and preliminary analysis.
• Draft and prepare executive presentations, newsletters, communications, correspondence, and reports.
• Prepare meeting materials, agendas, and executive briefing documents.

Meetings, Events & Special Projects

• Plan and coordinate executive meetings, leadership events, conferences, client engagements, recognition events, and fundraisers.
• Arrange meeting logistics, coordinate attendees, and ensure materials are prepared in advance.
• Record meeting minutes, track action items, and follow up on deliverables.
• Support strategic projects and cross-functional initiatives as assigned.
• Help deliver exceptional experiences for clients, guests, and stakeholders during executive events.

Other Responsibilities

• Identify opportunities to improve administrative processes and operational efficiency.
• Support special assignments and business initiatives as required.
• Perform other related duties as assigned.

What You Bring

• 3 to 5 years of progressive administrative, executive support, or executive coordination experience.
• Experience supporting senior leaders, executives, or C-suite professionals is strongly preferred.
• Exceptional organizational, planning, and time-management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Outstanding written and verbal communication skills.
• Proven ability to manage complex calendars, travel arrangements, and competing priorities.
• Strong problem-solving skills with a proactive, solutions-oriented mindset.
• Ability to work independently with minimal supervision while maintaining a high level of accountability.
• Exceptional interpersonal skills and a customer-service orientation.
• Demonstrated ability to handle sensitive business and personal matters with discretion and professionalism.
• Resourceful, adaptable, and capable of anticipating needs before they arise.
• Leadership experience or experience supporting and coordinating others is considered an asset.

Why Join Us?

• Work directly with the President, Canada and Global CEO in a highly visible and impactful role.
• Become a trusted partner to senior leadership and gain exposure to strategic business operations and decision-making.
• Take ownership of meaningful projects and initiatives that influence organizational success.
• Join a collaborative, high-performing environment that values initiative, professionalism, and continuous improvement.
• Enjoy a dynamic role where no two days are the same and where your contributions make a measurable impact.

Join us and become an indispensable partner to our executive leadership team.

This is a regular, full-time position with a salary range of $54,185 - $67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.

About Us

We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for a future vacancy.

About the Team

BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric if our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success! BGIS is an equal opportunity employer. If you require accommodation during the recruitment process, please contact us at [e-mail]. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.