Executive assistant

Grupo NORS; Mississauga; Hybrid; CAD 75,000 - 110,000; Full time

Job summary

NORS Canada is seeking an experienced Executive Assistant to support the CEO and coordinate with the national leadership across Canada and abroad. You will manage complex schedules, travel itineraries, and executive communications to enable smooth operations across time zones.

In this role you’ll partner with OEM partners and leaders across the organization, organize leadership meetings, prepare briefing materials, and ensure timely follow-up on action items, all while maintaining

Qualifications

• Support senior executives in a complex corporate environment.
• Experience coordinating travel, meetings, and communications.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Coordinate CEO calendar and time-zone aware scheduling.
• Manage domestic and international travel and event logistics.
• Organize leadership meetings and executive events.
• Prepare briefing materials and agendas for discussions.
• Coordinate cross-functional communications and follow-up actions.

Skills

Executive support

Travel coordination

Calendar management

Event planning

Time management

Portuguese

French

Microsoft Office

Outlook

PowerPoint

Excel

Microsoft Teams

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Microsoft Teams

Job description

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With a legacy of over 90 years, we continue to grow and strengthen our presence in the 7 countries where we operate, with more than 100 units and representation of leading brands in our business areas. Every day, we strive to meet market needs with excellent solutions, equipment, and services — and we believe we have the best talent to deliver on those expectations. Ready to take the next step in your career? Your new opportunity might be right here. We are looking for a Executive assistant to join our Executiveteamin Mississauga.

SUMMARY

The Executive Assistant role plays a critical part in ensuring the efficient operation of the CEO’s office while enabling effective coordination across the organization’s national leadership team. The Executive Assistant will work closely with the CEO, to manage executive travel and schedule logistics, coordinate leadership meetings and events, organize complex domestic and international travel arrangements, and support communication across NORS Canada’s geographically dispersed leadership team. The role also facilitates coordination with the global NORS organization headquartered in Porto, Portugal.

This position requires strong judgment, exceptional organizational capability, attention to detail, and the ability to operate effectively in a fast-paced executive environment spanning multiple time zones and geographies.

Expected Salary range (gross/annual)

$75k-$110k per year

DUTIES AND RESPONSIBILITIES

Executive Office Coordination

Support the efficient operation of the CEO’s office by managing administrative priorities and facilitating communication across the organization

• Managing the CEO’s calendar and scheduling priorities across multiple time zones in Canada and
  internationally.
• Manage CEO’s travel domestic and international and support major event travel and logistics for
  leadership team meetings.
• Coordinating meetings with senior leadership, OEM partners, customers, and global NORS leadership.
• Preparing briefing materials, meeting agendas, and background documentation to support productive
  executive meetings and discussions.
• Coordinate and create correspondence, presentations, and executive communications as required with
  collaboration across the leadership team and organizations.
• Maintaining organized documentation, records, and files supporting the CEO’s office

The Executive Assistant will work closely with the CEO leadership team to ensure alignment between executive priorities and operational follow-through and schedules for CEO as well leadership team aligned to business priorities

National and International Travel Coordination

The CEO travels extensively across Canada and internationally. The Executive Assistant will manage all aspects of executive travel logistics to ensure efficient and well-planned itineraries

• Planning and coordinating domestic and international travel arrangements including flights,
  accommodations, ground transportation, and detailed itineraries.
• Managing travel schedules across multiple Canadian time zones from British Columbia to Nova Scotia.
• Coordinating logistics for international travel to NORS headquarters in Porto, Portugal, and for industry
  events or OEM engagements.
• Providing logistical support for senior executives visiting Canada from NORS global headquarters.
• Ensuring travel plans align with meeting schedules and executive priorities.
• Collaborating with local branch and regional leadership team to develop agenda for effective meetings
  aligned to business priorities and customer priorities in the region

Leadership Meetings and Executive Events

The Executive Assistant will play a key role in organizing and coordinating major leadership meetings and executive events across the organization

• Coordinating logistics for national leadership meetings, executive strategy sessions, and regional
  leadership gatherings.
• Organizing executive off-sites, internal leadership events, and partner meetings.
• Supporting preparation for meetings with OEM partners including Volvo Construction Equipment,
  Manitowoc, Sennebogen, and Metso.
• Working with internal departments to ensure professional execution of leadership meetings and
  company events.
• Implementing LEAN PDCA approach for efficiency in meetings and team events;

Strategic Meeting Preparation

The Executive Assistant will support the CEO’s effectiveness by helping prepare for key strategic engagements and leadership discussions

• Collaborating with key leaders to prepare briefing packages for meetings with senior leadership, OEM
  partners, customers, and global executives.
• Gathering background information, operational updates, and relevant data to support executive
  discussions and leadership meetings
• Coordinating meeting agendas and supporting documentation in collaboration with the leadership
  team.
• Tracking action items arising from leadership meetings and ensuring appropriate follow-up.
• Proactively anticipate and plan activities to help ensure the CEO is consistently well prepared for
  important strategic discussions and meetings

Communication and Stakeholder Coordination

The Executive Assistant will serve as an important coordination point between the CEO’s office and internal and external stakeholders

• Managing incoming communications and prioritizing requests for the CEO’s attention.
• Coordinating communication between the CEO and senior leadership, branch leaders, and corporate
  teams.
• Supporting preparation of internal announcements, leadership updates, and executive
  communications.
• Maintaining professionalism and discretion in handling confidential and sensitive information

CORE COMPETENCIES:

• Exceptional organizational and time-management skills with the ability to manage multiple priorities
• Strong written and verbal communication skills.
• Experience coordinating executive travel, leadership meetings, and corporate eventst;.
• Proficiency with Microsoft Office tools including Outlook, PowerPoint, Excel,
  and Microsoft Teams
• Ability to coordinate work across multiple time zones and geographically
  dispersed teams
• Portuguese and French language capability is considered an assetIndustry experience is preferred
• Highly organized, efficient and detail-oriented
• Proactive and solution-focused
• Professional and trustworthy with confidential information
• Calm under pressure and adaptable in a dynamic environment
• Strong interpersonal and coordination skills

EDUCATION/TRAINING:

• Minimum 5 years of experience supporting senior executives in a complex corporate environment
• Minimum five years experience supporting executives in multinational organizations or industrial
  companies.

HEALTH AND SAFETY

It is our expectation that all Nors Employees will conduct their work in a safe manner, abide by all Nors safety policies and report all hazardous conditions and unsafe work procedures. In addition, Nors employees will be required to report any and all incidences/accidents/near misses according to company policies

Nors is an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We recognize our obligations and responsibilities as an employer and encourage applications from all qualified candidates including members of visible minorities.

Nors will accommodate people with disabilities during the recruitment and assessment processes. If accommodation is requested, Nors will consult with the applicant and arrange for the provision of suitable accommodation that considers the applicant’s needs.