Executive Assistant

Thunder Bay International Airports Authority Inc; Northwestern Ontario; On-site; CAD 60,000 - 80,000; Full time

Job summary

A regional airport authority seeks an Executive Assistant to provide comprehensive administrative support to the CEO and Board of Directors. The role involves managing correspondence, organizing meetings, and ensuring effective communication. Candidates should have at least 5 years of progressive administrative experience, exceptional communication skills, and a post-secondary diploma. This is a permanent, full-time position located in Northwestern Ontario, Canada, offering a competitive salary starting at $66,300 per year.

Qualifications

• 5+ years of progressive administration experience.
• Experience supporting a board of directors or executive-level management.
• Ability to work with various office software programs.
• Experience coordinating meetings and public events.

Responsibilities

• Reports directly to the CEO on issues affecting the Board.
• Organizes Board materials, agendas, meetings and prepares minutes.
• Processes travel expenses and maintains records.
• Communicates effectively with the Board and ensures deadlines are met.

Skills

Exceptional written communication

Strong verbal communication

Polished interpersonal skills

Strong attention to detail

Advanced keyboard proficiency

Education

Post-secondary diploma or degree in Business Administration

Tools

MS Suite

Job description

Permanent Full-Time, 37.5 hours per week

Starting at $66,300/year

The Executive Assistant reports to the Chief Executive Officer (CEO) and is responsible for administrative support to the CEO and the Board of Directors. This position requires a blend of organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant assists in the coordination of governance items to achieve organizational goals efficiently.

Responsibilities include (but are not limited to):

• Reports directly to the CEO on issues affecting Board
• Conserves the Executive’s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analysing information
• Organizes Board materials, agendas, meetings and prepares minutes
• Provides timely and effective communication to the Board and ensures deadlines are met
• Processes travel expenses and visa invoices for the Board, CEO
• Arranges meeting rooms, meals and event logistics for company meetings and events
• Reviews and tracks visa expenditures, travel expenses and confidential invoices against purchases to reconcile against budget allocations, and identifies and resolves discrepancies
• Assists in processing payment of CEO credit card bills, travel reimbursements and invoices
• Sends correspondence on behalf of the CEO and other leadership positions
• Organizes and maintains files and documents and is responsible for adhering to document management, privacy and record retention guidelines
• Provides back‑up support for other administrative staff

Qualifications:

Education

• Post‑secondary diploma or degree in Business Administration, Office Administration, Legal Administration or other relevant area

Experience

• 5 + years of progressive administration
• Supporting a board of directors or multiple executive‑level management members
• Working with multiple office software programs (MS Suite)
• Coordinating meetings, press conferences or public events
• Analyzing transcripts and financial reports
• Working in a federally regulated, safety‑sensitive environment

Skills/Abilities

• Exceptional written communication (formal, board‑level tone)
• Strong verbal communication with senior executives and directors
• Polished interpersonal skills and diplomacy
• Strong attention to detail and accuracy
• Advanced keyboard proficiency, minute taking and calendar management