Executive Administrative Assistant

Agence Charlie; Eastern Ontario; On-site; CAD 50,000 - 70,000; Full time

Job summary

A local manufacturing company in Kingston, Ontario, seeks an Executive Assistant to provide vital support to the President and COO. This role requires managing calendars, coordinating meetings, and providing administrative support across various functions. Ideal candidates have 5–10 years of administrative experience, excellent organizational skills, and proficiency in Excel and MS Office. Join a team that values people and quality in a stable work environment.

Qualifications

• 5–10 years of administrative experience.
• Comfortable interacting at all organizational levels.
• Autonomous, detail-oriented, and professional.

Responsibilities

• Manage the President's and COO's calendars.
• Coordinate meetings, travel arrangements, and daily priorities.
• Screen external calls and manage communication flow.
• Prepare documentation: reports, presentations, minutes.
• Maintain physical and digital filing systems.

Skills

Advanced Excel proficiency

Strong command of MS Office

Excellent organizational skills

Clear, professional communication

Discretion and attention to detail

Ability to manage multiple priorities

Education

College diploma or business administration certificate

Job description

Charlie Agency has been retained to recruit an Executive Assistant for a well-established local manufacturing company. Known for its stable environment, strong technical expertise, and highly collaborative culture, this employer values people, quality, and long-term operational excellence.

The Executive Assistant provides direct support to the President and COO by managing daily activities and coordinating priorities. The role also supports administrative functions across Sales, Operations, and Human Resources. Strong organization, clear communication, and confidentiality are essential.

RESPONSIBILITIES

Executive Support

• Manage the President’s and COO’s calendars.
• Coordinate meetings, travel arrangements, and daily priorities.
• Screen external calls and manage communication flow.
• Prepare documentation: reports, presentations, minutes, memos.
• Welcome visitors and coordinate meeting refreshments.

Administration & Documentation

• Maintain physical and digital filing systems.
• Handle and safeguard confidential information.
• Take dictation, record minutes, and perform accurate data entry.
• Administer petty cash and support HR/payroll document distribution.
• Manage the phone system: maintenance, troubleshooting, vendor coordination.

Sales, Operations & HR Support

• Enter customer orders and manage sales files.
• Organize HR policies and maintain soft files.
• Provide cross-functional administrative support as needed.
• Train and support other administrative staff.

KEY COMPETENCIES

• Advanced Excel proficiency (pivot tables, V-lookups, advanced formulas).
• Strong command of MS Office (Word, Excel, Outlook).
• Excellent organizational and filing skills.
• Clear, professional written and verbal communication.
• Discretion, judgment, and attention to detail.
• Ability to manage multiple priorities simultaneously.

PROFILE

• College diploma or business administration certificate.
• 5–10 years of administrative experience.
• Autonomous, detail-oriented, and professional.
• Comfortable interacting at all organizational levels.

Join a strong, people-focused organization where your expertise truly matters and your impact is felt every single day.