Executive Assistant

Humankind Global Recruitment; Dartmouth; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive salary

Paid vacation

Health insurance benefits

Job summary

270 West Consulting seeks an Executive Assistant to support the COO in a fast-paced, meeting-intensive environment. You will design and maintain an executive workflow, manage calendars, draft communications, and coordinate travel and meetings across multiple locations.

The role emphasizes proactive ownership, discretion with confidential information, and strong written communication. Hybrid flexibility may be considered; a background check will be required.

Qualifications

• 5+ years of relevant administrative experience, including 2–3 years supporting a senior executive in a dynamic organization.
• Fluency in French and English is preferred.
• Proactive ownership with strong judgment and discretion.
• Excellent prioritization, organization, and attention to detail.

Responsibilities

• Own calendar coordination, meeting scheduling, priorities, and logistics.
• Triage executive email and draft responses for review.
• Build and maintain an executive workflow to capture tasks and deadlines.
• Prepare concise briefings and meeting materials; track actions and follow-ups.
• Coordinate travel, vendors, and information flow among teams and partners.

Skills

Calendar management

Email triage

Task tracking

Communication

Tools

Outlook

Teams

Word

Excel

Job description

We have partnered with 270 West Consulting, who are dedicated to supporting Canadian Armed Forces personnel. Through compassion, professionalism, and personalized care, 270 West Consulting assist veterans in navigating services and benefits to ensure they receive the support they deserve.

270 West Consulting have proudly supported thousands of Canadian Veterans. Their mission is to help veterans, and their families understand and access the benefits and services available to them through Veterans Affairs Canada and community resources.

We are seeking to fill the position of Executive Assistant reporting directly to COO. The COO operates in a fast-moving, meeting-intensive environment with shifting priorities, frequent follow-ups, multiple office locations, and substantial operational responsibility. The executive organization system is still being developed. The Executive Assistant will help design a simple, reliable way to capture commitments, prioritize work, track delegated items, and keep the COO prepared and informed. The objective is to reduce the need for the COO to personally remember, chase, and administratively coordinate everything.

Key responsibilities include

Executive organization and day-to-day support

• Own calendar coordination, meeting scheduling, conflicts, priorities, and appointment logistics.
• Triage and organize executive email; flag urgent or sensitive items and draft responses for review where appropriate.
• Build and maintain an executive workflow for capturing tasks, decisions, deadlines, delegated work, and follow-ups.
• Prepare concise daily or weekly briefings covering immediate priorities, upcoming commitments, pending decisions, and outstanding follow-ups.
• Prepare agendas, materials, and background information for meetings; capture actions and track completion.
• Proactively remind, challenge, and follow up with the COO respectfully to keep important work moving.
• Draft, format, proofread, and organize correspondence, presentations, reports, and internal documents.

Operational coordination

• Coordinate follow-ups and information flow among team leads, departments, consultants, vendors, and external partners.
• Track milestones and administrative dependencies for selected operational initiatives without replacing project or department owners.
• Arrange business travel, accommodation, transportation, itineraries, meetings, and event logistics.
• Research options, obtain quotes, assemble comparisons, and summarize information to support decisions.
• Track key renewals, administrative deadlines, and recurring executive commitments.
• Identify practical improvements to executive processes using Microsoft 365 tools and existing company systems.

Personal administrative and logistical support

• Coordinate personal appointments, reservations, travel arrangements, events, and calendar commitments.
• Assist with personal research, service bookings, purchases, and occasional reasonable errands by agreement.
• Help coordinate personal deadlines, renewals, and logistics where requested.
• Arrange pet-care services or boarding when needed; occasionally provide short-term supervision of the COO’s large dog if mutually agreed and compatible with the EA’s availability.

Key requirements include

• 5+ years of relevant administrative experience, including at least 2–3 years supporting a senior executive, founder, or business owner in a dynamic organization.
• Fluency in French and English is preferred
• Proactive ownership: notices what needs to happen and follows through without repeated prompting.
• Sound judgment and discretion with confidential business and personal information.
• Exceptional prioritization, organization, follow-up, and attention to detail.
• Confident, tactful communication; comfortable respectfully managing upward and challenging scheduling or priority conflicts.
• Ability to work independently amid interruptions, shifting priorities, and ambiguity.
• Strong written communication and practical proficiency with Outlook, Teams, Word, Excel, and related Microsoft 365 tools.
• Comfort collaborating in person with senior leadership and a range of internal and external stakeholders.
• Experience designing or improving task, calendar, inbox, and executive briefing systems.
• Willingness and ability to travel occasionally.
• Comfort and prior experience with large dogs, if interested in optional pet-care assistance.
• Experience coordinating events, travel, vendors, and some personal assistance.

Working relationship and environment

The role is primarily in-office, particularly when the COO is present, to support quick conversations, spontaneous capture of commitments, and regular short check-ins. Occasional remote work may be accommodated based on business needs. The EA will work near an existing part‑time assistant who currently completes occasional assigned tasks. The new EA should serve as the primary coordinator of the COO’s executive workflow and may collaborate on or delegate agreed administrative tasks, without an assumed formal reporting relationship.

Work in a collaborative and supportive team environment. Competitive starting salary. Paid vacation. Benefits package including heath, dental and life insurance.

The successful candidate will be required complete a background check.

Our client is committed to fostering a workplace that prioritizes inclusion, respect, and equal opportunity for all. We encourage applications from women, Indigenous peoples, racialized individuals, people with disabilities, those of diverse sexual orientations or gender identities, individuals from diverse socio-economic backgrounds, newcomers, and those who can contribute to the richness of our community through their unique perspectives and lived experiences. We value diversity and believe it enhances the growth and success of our organization. All qualified applicants are welcome to apply; however, preference may be given to Canadian citizens and permanent residents.