Executive Assistant

Drake International; Kingston; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking a highly organized Executive Assistant to support the CEO in Kingston, Ontario. This full-time role involves managing schedules, coordinating travel, and maintaining confidentiality in both personal and professional matters. Ideal candidates will have over 3 years of experience in similar roles and advanced proficiency in office software.

Qualifications

• Over 3 years of experience supporting senior leaders in professional settings.
• Exceptional organizational skills and ability to manage multiple tasks.
• Advanced proficiency with Microsoft Office and related tools.

Responsibilities

• Manage inbox, prioritize emails, and facilitate communication.
• Coordinate travel plans, meetings, and appointments for the CEO.
• Draft professional correspondence and prepare reports and presentations.

Skills

Organizational Skills

Problem-Solving Skills

Confidentiality

Initiative

Technical Proficiency

Education

Degree or diploma in Office/Business Administration/Management

Tools

Microsoft Office Suite

Teams

AI tools

Metronymics Growth Systems

Job description

Full Job Description

Executive Assistant (Kingston, Ontario)

We are seeking a highly organized, proactive, and resourceful Executive Assistant to join our client's team in Kingston and provide comprehensive support to the Chief Executive Officer in both professional and personal capacities. This role demands exceptional attention to detail, discretion, and the ability to manage a diverse and dynamic workload.

What We Offer:

• Job Type/Shift: Permanent, full-time

What You’ll Do:

• Inbox Management: Prioritize, organize, and facilitate timely responses to emails, ensuring efficient communication flow.
• Task Coordination: Log action items, take detailed notes, and assist with dictation to support task tracking and follow-up.
• Calendar Oversight: Schedule and manage meetings, appointments, and events, optimizing the executive's time and priorities.
• Travel Coordination: Arrange comprehensive travel plans, including bookings, itineraries, and expense reimbursements, ensuring seamless trips.
• Correspondence Drafting: Compose professional communications for both business and personal matters, maintaining appropriate tone and confidentiality.
• Report & Presentation Preparation: Develop and format reports and presentations, ensuring accuracy and alignment with organizational standards.
• Approval Facilitation: Assist in obtaining necessary approvals for various tasks and activities, ensuring timely decision-making.
• Client Communication: Serve as a point of contact for inbound client calls, ensuring professional and timely responses.
• Steering Committee Support: Provide administrative assistance to the client's Steering Committee as required, facilitating smooth operations.
• Meeting Logistics: Coordinate logistics for CEO, board, Steering Committee, and company-wide meetings, ensuring all details are managed.
• Daily Operations Support: Ensure the executive's day-to-day activities run smoothly, supporting focus and efficiency in all aspects.

What We’re Looking For:

• Experience: Over 3 years of proven success in providing comprehensive support to senior leaders or executives within entrepreneurial or professional office settings (e.g., legal, medical, or accounting environments), encompassing both personal and business matters.
• Education: A degree or diploma in Office/Business Administration/Management is considered an asset.
• Confidentiality: Demonstrated ability to handle the CEO’s personal and professional matters with the utmost discretion, maintaining trust and confidentiality at all times.
• Organizational Skills: Exceptional ability to manage schedules, handle multiple tasks, and track important deadlines. Proficient in calendar management, project management tools, and maintaining orderly records.
• Technical Proficiency: Advanced proficiency with various software and platforms, including the Microsoft Office Suite, Teams, AI tools, and Metronymics Growth Systems.
• Problem-Solving Skills: Proven capability to handle unexpected issues and find solutions proactively.
• Initiative: Self-starter with the ability to work independently with minimal supervision. Proactive in finding solutions and solving problems, resourceful, and anticipating needs.

Our team is eager to connect with candidates who meet the job requirements. If this sounds like a fit for you, we invite you to apply today!

Since 1951, Drake International has been a global leader in flexible and permanent staffing, connecting people with the right roles at any career stage, both in Canada and worldwide. As a leading recruitment and HR partner, we collaborate directly with employers to bring you the best opportunities at no cost, ensuring a human-centered approach that helps everything work seamlessly.

Drake International is an equal opportunity employer and champions accessibility, inclusivity, and diversity in the workplace. We are committed to providing accommodation for applicants with disabilities throughout the recruitment process. If you require accommodation, please contact your Branch Representative at 613 392 4959.