Executive Assistant

North West Rubber Ltd.; Oakville; On-site; CAD 65,000 - 95,000; Full time

Job summary

North West Rubber Ltd. seeks an experienced Executive Assistant to support the CEO in Oakville, Ontario.

This in-office role focuses on maximizing the CEO’s time, coordinating strategy, and maintaining clear communications with internal and external stakeholders. The ideal candidate has a Bachelor’s degree in Business Administration and 7+ years supporting C-level executives, with exceptional organizational and discretion skills.

Qualifications

• Bachelor’s degree or equivalent in Business Administration or related field.
• 7+ years of experience as an executive assistant or similar role supporting C-level executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities; French is an asset.

Responsibilities

• Manage the CEO’s calendar, meetings, and travel arrangements.
• Prepare and edit correspondence, presentations, and documents.
• Handle confidential information with discretion and professionalism.
• Coordinate stakeholder visits and support the Executive Team as needed.

Skills

Executive support

Calendar management

Travel coordination

Communications

Board materials

KPI tracking

French language (asset)

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Teams

Zoom

Job description

North West Rubber (NWR) is a leading manufacturer and distributor of recycled rubber flooring solutions, proudly serving North America and global markets for over 55 years. With a strong commitment to sustainability, NWR has upcycled over 1 billion pounds of rubber into high-performance products for agricultural, recreational, industrial, and residential use. Employees at NWR are part of a values-driven organization that prioritizes safety, innovation, and environmental stewardship. The company fosters a collaborative and inclusive culture, offers meaningful career growth opportunities, and actively supports community initiatives. Whether you're passionate about making a difference, growing professionally, or contributing to a greener future, NWR offers a dynamic workplace where your impact truly matters.

Position Summary:

The Executive Assistant (EA) to the CEO is a highly visible and critical role, responsible for providing comprehensive administrative, strategic, and operational support to the CEO. This individual will act as a trusted partner, ensuring the CEO’s time is optimized and priorities are managed. This role is based in Oakville, Ontario and is an in-office role.

Key Responsibilities:

Executive Support:

• Manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Coordinate customer and/or supplier visits
• May provide administrative support to members of the Executive Team as required

Strategic Coordination:

• Assist in the preparation of board materials, executive reports, and strategic initiatives.
• Liaise with senior leadership and department heads to follow up on key deliverables
• Support the CEO in tracking key performance indicators and organizational goals.

Communication & Relationship Management:

• Serve as a point of contact between the CEO and internal/external stakeholders.
• Draft and manage communications on behalf of the CEO.
• Build strong relationships across the organization to facilitate effective collaboration.

Qualifications and Experience Required:

• Bachelor’s degree in Business Administration
• Minimum of 7 years’ experience as an Executive Assistant or similar role supporting C-level executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities; ability to communicate in French is considered an asset.
• High level of discretion, integrity, and professionalism to respond to time sensitive and highly confidential matters.
• Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, Zoom).
• Ability to work independently and handle multiple priorities in a fast-paced environment.
• Proactive and resourceful with a problem-solving mindset.
• Calm under pressure and adaptable to changing priorities.
• Strong interpersonal skills and emotional intelligence.