Executive Assistant

Vicwest; Burlington; On-site; CAD 65,000 - 95,000; Full time

Job summary

Vicwest is seeking an Executive Assistant to the President to optimize executive time, manage complex calendars and travel, and track strategic initiatives across the leadership team.

The role focuses on owning the end‑to‑end meeting lifecycle, producing dashboards, and coordinating cross‑functional communication with absolute discretion.

Qualifications

• Post‑secondary diploma or degree in Business Administration, Executive Administration, Operations, or a related field.
• 5+ years supporting C-suite executives or senior leadership, ideally in manufacturing, building materials, construction, or matrixed environments.
• Advanced proficiency in Microsoft Office 365 and modern task/project management platforms (Planner, Monday.com, Asana, etc.).
• Demonstrated experience driving cross‑functional accountability, tracking multi‑departmental initiatives, and managing complex travel autonomously.

Responsibilities

• Initiative tracking and accountability: create dashboards to monitor priorities and cross‑functional deliverables.
• Executive time and logistics: manage multi‑executive calendars, travel, and meeting cadence.
• Executive meeting governance: own agenda creation, pre‑meeting materials, minutes, and follow‑up.
• Group liaison: act as discreet bridge between leadership, group EAs, legal, and internal stakeholders.
• Strategic initiative management: maintain centralized dashboards for goals and milestones.
• Executive support and operations: prepare briefing packages and manage expenses where needed.
• Governance and group communications: support reporting cadences and leadership announcements.
• Anticipatory management: anticipate daily needs and support ad‑hoc strategic projects.

Skills

Executive support

Calendar management

Travel logistics

Stakeholder management

Communication

Education

Post-secondary diploma or degree in Business Administration/EA

Tools

Planner

Monday.com

Asana

Microsoft Office 365

Teams

Job description

The Executive Assistant to the President serves as a key operational partner and force multiplier, providing high-level administrative, organizational, and project-tracking support across the executive team. Operating within a dynamic business unit structure, the EA is responsible for optimizing executive time, managing complex calendar and travel logistics, and serving as the primary rhythm-of-business coordinator.

Beyond traditional administrative duties, the successful candidate takes active ownership of tracking strategic initiatives. By attending leadership meetings, building visual action-item dashboards, and proactively following up with department heads—without prompting—the EA ensures strategic priorities and cross-functional commitments stay on schedule.

Key Accountabilities:

• Initiative Tracking & Accountability: Establish and maintain project dashboards to monitor business unit priorities, action items, and cross-functional deliverables, driving completion autonomously.
• Executive Time & Logistics Optimization: Proactively manage multi-executive calendars, complex travel schedules, and meeting cadence to align daily activities with core business goals.
• Executive Meeting Governance & Follow-Up: Own the end-to-end meeting lifecycle—from agenda creation and pre-meeting dossier prep to minute-taking, action logging, and stakeholder accountability.
• Group Liaison & Confidential Administration: Serve as the seamless administrative bridge between the business unit leadership team, Group-level counterparts, external legal counsel, and internal stakeholders with absolute discretion.

Major Responsibilities:

Strategic Initiative & Action Management

• Establish, update, and manage a centralized Initiative & Action Item Dashboard (e.g., Planner, Monday.com, or Excel) to track cross-functional strategic goals and operational targets.
• Proactively audit pending deliverables with department heads and project owners prior to executive reviews, resolving bottlenecks and securing status updates independently.
• Maintain complete records of key business decisions, executive commitments, and long-term strategic milestones.

Executive Support & Operations

• Proactively manage and optimize the calendar for the President and select executive team members, resolving scheduling conflicts and protecting focus time for strategic priorities.
• Compile and distribute pre-meeting briefing packages, dossiers, agendas, and background materials 24–48 hours in advance of critical engagements.
• Arrange complex domestic and international travel itineraries, including flights, accommodation, ground transport, and site visit schedules.
• Coordinate executive expense reporting, corporate credit card reconciliations, and invoice routing in alignment with authorization limits.

Governance & Group Communication

• Attend executive leadership meetings to record formal minutes, key decisions, and assigned action items with precision.
• Act as the primary administrative point of contact between the business unit and Kingspan Group EAs, ensuring alignment on group-level reporting cadences and events.
• Assist with governance administration, supporting communication with external legal counsel regarding annual filings and corporate director updates.
• Draft, format, and refine high-quality executive correspondence, slide decks for town halls/QBRs, and internal leadership announcements.

Anticipatory Management & Projects

• Anticipate the President’s daily administrative and operational needs, resolving emerging issues before they escalation.
• Support ad-hoc strategic projects, market research formatting, and executive event execution as required.

Qualifications & Education:

• Post‑secondary diploma or degree in Business Administration, Executive Administration, Operations, or a related field.
• Experience: 5+ years of experience supporting C‑suite executives or senior leadership teams, ideally within manufacturing, building materials, construction, or matrixed corporate environments.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and modern task/project management platforms (Planner, Monday.com, Asana, etc.).
• Demonstrated experience driving cross‑functional accountability, tracking multi‑departmental initiatives, and managing complex travel and schedules autonomously.