Executive Assistant

Maxaninteriorsystems; Mississauga; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Structured KPI Bonus Program

Health Spending Account

3 paid personal days

RRSP & DPSP Matching Program

Summer hours

Gym access on-site

Job summary

Maxan is seeking an experienced Executive Assistant to support our President & General Manager in Mississauga. You will manage calendars, coordinate meetings and travel, prepare materials, and track priorities to ensure deadlines are met.

The role requires 3-5+ years supporting senior executives, exceptional organizational skills, and strong communication. Competitive benefits and on-site amenities enhance this busy, fast-paced environment.

Qualifications

• 3-5+ years of experience supporting senior executives in EA or similar role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office apps (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple priorities with professionalism and discretion.

Responsibilities

• Manage the President's calendar, meetings, travel, and deadlines.
• Coordinate schedules and logistics with internal and external stakeholders.
• Prepare agendas, presentations, reports, and meeting materials.
• Follow up on action items and ensure commitments stay on track.
• Screen and prioritize communications; liaise with employees, clients, vendors.
• Assist with time-sensitive personal and business matters as needed.

Skills

Calendar management

Executive support

MS Office

Communication

Organizational skills

Tools

Microsoft Office

Job description

Join Our Team as an Executive Assistant!

Maxan is looking for a highly organized, proactive, and resourceful Executive Assistant to provide dedicated support to our President & General Manager.

In this role, you’ll help the President stay focused, prepared, and organized by managing a busy calendar, coordinating meetings and travel, preparing materials, tracking priorities, and following up on key action items. You’ll also provide day‑to‑day administrative support and help ensure important commitments and deadlines don’t fall through the cracks.

We’re looking for someone who can anticipate needs, manage competing priorities, and work independently with a high level of professionalism and discretion. If you’re adaptable, detail‑oriented, comfortable working in a fast‑paced environment, and enjoy being the person who keeps things moving behind the scenes, we’d love to hear from you!

What You’ll Do:

• Manage the President’s calendar, meetings, appointments, travel, and key deadlines.
• Coordinate schedules and meeting logistics with internal and external stakeholders.
• Prioritize competing requests, protect executive time, and ensure important commitments and deadlines are not missed.
• Prepare agendas, presentations, reports, correspondence, and meeting materials.
• Organize documents requiring review, approval, or signature and ensure the President is prepared for meetings and important discussions.
• Track priorities, action items, commitments, and follow-ups to keep projects and executive initiatives moving forward.
• Follow up with team members and stakeholders to ensure outstanding items are completed.
• Screen and prioritize communications, draft correspondence, and act as a professional liaison with employees, clients, vendors, consultants, and business partners.
• Coordinate travel, reservations, expense reports, invoices, memberships, subscriptions, and other administrative requirements.
• Support time‑sensitive personal and business matters as required.
• Handle sensitive and confidential information with professionalism and discretion.

What You Bring:

• 3-5+ years of experience supporting senior executives in an Executive Assistant or similar role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities with accuracy, professionalism, and sound judgment.
• Highly organized, proactive, and capable of working independently.
• Experience in construction or a related industry is considered an asset.

What’s In It For You:

• Competitive compensation package, including a Structured KPI Bonus Program
• Excellent benefits and annual Health Spending Account
• Great vacation policy plus 3 paid personal days
• Group RRSP & DPSP Matching Program
• Early office closure on Fridays throughout the year and summer hours
• Complimentary use of our gym and shower facilities on‑site
• Fresh fruit and snacks around the office
• In‑house leadership and development programs through Maxan Academy
• Be part of an amazing culture where you want to come to work!

Watch The Maxan Way video to learn more about our culture and hear what it’s like to work at Maxan!

Maxan is committed to fostering a diverse and inclusive workplace. Reasonable accommodations in the hiring process will be provided to people with disabilities upon request.

Position Type: Full‑time Permanent
New or Current: New
Salary Range: $65,000‑$80,000/year (actual compensation will be based on experience, qualifications, skills, and overall fit for the role).
Reports to: President & General Manager
Location: Mississauga, ON