Executive Assistant

Force Inspection Services; Acton; On-site; CAD 75,000 - 90,000; Full time

Benefits offered by this job

Extended health and dental benefits

Pension

Job summary

Halton Hills Hydro is seeking an Executive Assistant to provide high-level administrative and organizational support to the President & CEO, Board of Directors and Senior Leadership Team. This on-site role involves managing calendars, travel, preparing materials, and coordinating governance activities.

The successful candidate will handle confidential information with discretion, support board meetings, and contribute to corporate operations and events while maintaining professionalism and

Qualifications

• Diploma or post-secondary education in Office Administration or related discipline.
• Certified Administrative Professional (CAP) designation would be considered an asset.
• 8–10 years of progressively responsible experience providing administrative support to a senior executive, including experience supporting a Board of Directors.
• Experience supporting executive teams, coordinating complex schedules and meetings, managing competing priorities and handling confidential information.
• Experience coordinating corporate events, meetings and organizational initiatives.
• Advanced proficiency with Microsoft 365 applications (Word, Excel, Outlook, PowerPoint, Teams).
• Demonstrated professionalism, discretion and sound judgment with confidential information.

Responsibilities

• Provide confidential administrative, organizational and coordination support to the President & CEO and Senior Leadership Team.
• Manage the President & CEO’s calendar, appointments, meetings and competing priorities.
• Coordinate executive travel arrangements, accommodations, registrations and related logistics.
• Prepare and coordinate agendas, meeting materials, presentations, reports, correspondence and briefing materials.
• Support executive meetings by coordinating logistics, documenting follow-up items and monitoring action items.
• Anticipate administrative requirements and identify opportunities to improve the Executive Office.
• Coordinate Board of Directors and Committee meeting schedules, calendars and governance activities.
• Prepare, coordinate and distribute Board and Committee agendas, meeting materials and packages.
• Attend meetings and prepare minutes and records of proceedings.
• Maintain organized and secure Board records and governance documentation.
• Coordinate Board communications, meeting logistics and governance-related activities.
• Support the President & CEO and Board Chair with governance administrative requirements.
• Coordinate corporate events, annual meetings, town halls and other company functions.
• Maintain corporate templates, executive documents and electronic filing systems.

Job description

• Location 43 ALICE STREET,ACTON, ON, L7J 2A9,Canada
• Base Pay $75,000.00 - $90,000.00 / Year
• Other Compensation Extended Health and Dental Benefits, Pension
• Employee Type FT Management
• Manage Others No

Description

Reporting to the President & CEO, the Executive Assistant provides high-level administrative, organizational and coordination support to the President & CEO, Board of Directors and Senior Leadership Team. The position plays an important role in supporting executive operations, Board and corporate governance activities, leadership meetings, corporate events and special projects, while ensuring the effective and efficient day-to-day administration of the Executive Office.

The Executive Assistant is expected to exercise a high degree of professionalism, discretion, initiative and sound judgment, particularly when handling confidential and sensitive information. The Executive Assistant works on-site, 5 days per week, no travel required.

Duties & Responsibilities

Executive Support

• Provide confidential administrative, organizational and coordination support to the President & CEO and Senior Leadership Team.
• Manage the President & CEO’s calendar, appointments, meetings and competing priorities.
• Coordinate executive travel arrangements, accommodations, registrations and related logistics.
• Prepare and coordinate agendas, meeting materials, presentations, reports, correspondence and briefing materials.
• Support executive meetings by coordinating logistics, documenting follow-up items and monitoring action items as required.
• Anticipate administrative requirements and proactively identify opportunities to improve the effectiveness and efficiency of the Executive Office.

Board & Governance Administration

• Coordinate Board of Directors and Committee meeting schedules, calendars and related governance activities.
• Prepare, coordinate and distribute Board and Committee agendas, meeting materials and meeting packages.
• Attend meetings as required and prepare accurate and timely minutes and records of proceedings.
• Maintain organized and secure Board records, corporate governance documentation and related records.
• Coordinate Board communications, meeting logistics, training sessions and other governance-related activities.
• Support the President & CEO and Board Chair with Board-related administrative requirements.

Corporate Administration

• Coordinate corporate events, employee recognition initiatives, annual meetings, town halls and other company functions.
• Coordinate annual business planning and budgeting schedules, leadership meetings and organizational milestones.
• Support management and leadership meetings, including agenda development, meeting logistics, materials and follow-up actions.
• Coordinate logistics, catering, venues and other requirements for corporate meetings and events.
• Maintain corporate templates, executive documents and electronic filing systems to promote consistency, accessibility, and effective document management.
• Maintain the corporate calendar, including key organizational, Board, regulatory and business milestones.
• Coordinate selected corporate vendors and office-related services, including cleaning, office furniture, duct and carpet cleaning and other facilities-related requirements.
• Assist with special projects, corporate initiatives and other organizational priorities as assigned.

Requirements

• Diploma or post-secondary education in Office Administration, Business Administration or a related discipline, or an equivalent combination of education and experience.
• Certified Administrative Professional (CAP) designation would be considered an asset.
• 8–10 years of progressively responsible experience providing administrative support to a senior executive, including experience supporting a Board of Directors.
• Demonstrated experience supporting executive teams, coordinating complex schedules and meetings, managing competing priorities and handling confidential information.
• Experience preparing Board, Committee or senior leadership meeting materials and packages and supporting corporate governance activities.
• Experience coordinating corporate events, meetings and organizational initiatives.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities, deadlines and changing requirements.
• Ability to work independently, exercise initiative and sound judgment, and adapt effectively to changing priorities within a small, collaborative organization.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, presentations and meeting materials.
• Advanced proficiency with Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint and Teams.
• Working knowledge of corporate records management and document retention principles.
• Demonstrated professionalism, discretion and sound judgment when handling confidential, sensitive and executive-level information.
• Strong interpersonal and relationship-building skills, with the ability to work effectively with employees, Board members, executives, external stakeholders and vendors.
• Demonstrated commitment to safety, integrity, ethical conduct and high standards of quality and professionalism.
• Experience working in a utility, municipal, public sector or other regulated environment would be considered an asset.

Job preview

Why Join Halton Hills Hydro?

Halton Hills Hydro is a local utility with an important role in the community we serve. We offer a competitive compensation package, including comprehensive health and wellness benefits, a defined benefit pension plan through OMERS, competitive wages and programs that support employee well-being.

As a smaller organization, our employees have the opportunity to make a meaningful contribution, work closely with colleagues across the business and be part of delivering an essential service our community relies on every day.