Executive Assistant

Altis Technology; Oshawa; On-site; CAD 41,000 - 47,000; Full time

Job summary

Altis Technology in Oshawa, ON is seeking an Executive Assistant to provide dedicated administrative support to a Vice-President within a large, complex organization. This on-site role will manage calendars, coordinate meetings and travel, and prepare briefing materials to ensure leadership has the necessary information for informed decisions.

The ideal candidate will have extensive experience supporting senior leaders, exceptional organizational and communication skills, and a proven ability to

Qualifications

• 26 years of experience providing executive administrative support to senior leaders.
• Demonstrated experience managing executive calendars, coordinating meetings, preparing agendas and minutes, and organizing travel arrangements.
• Strong organizational and time-management skills with the ability to prioritize competing deadlines and anticipate executive needs.
• Excellent written and verbal communication skills with the confidence to interact professionally with senior executives, Board members, and external stakeholders.
• Proven ability to manage confidential correspondence, sensitive corporate information, and executive records with discretion.

Responsibilities

• You’ll manage the Vice-President's calendar, appointments, correspondence, phone calls, and visitors while proactively prioritizing competing requests.
• You’ll coordinate executive meetings, conferences, travel arrangements, and accommodations, ensuring all logistics and approvals are completed accurately.
• You’ll prepare meeting agendas, minutes, briefing packages, presentations, and other executive documentation.
• You’ll maintain follow-up logs, track outstanding action items, and ensure important deadlines and commitments are addressed.
• You’ll act as a key liaison between the Vice-President, senior management, Board-level stakeholders, internal departments, and external contacts.
• You’ll coordinate administrative reports, purchasing requests, workspace requirements, and other operational support activities.
• You’ll manage sensitive correspondence, confidential records, and corporate documentation with a high level of discretion and professionalism.

Skills

Executive support

Calendar management

Communication

Discretion/confidentiality

Microsoft Office

Tools

Outlook

Word

Excel

PowerPoint

Executive productivity tools

Job description

Location: Oshawa, ON (Fully on-site)
Language: Excellent written and verbal English communication skills required
Duration: 1-year, full-time contract
Pay Rate: $30$34/hour

About the Opportunity

We are seeking a highly organized and professional Executive Assistant to provide dedicated administrative support to a Vice-President within a large, complex organization. In this role, you'll play an important part in keeping executive operations running smoothly, managing competing priorities, coordinating meetings, and ensuring senior leadership has the information and support needed to make informed decisions.

This is an excellent opportunity for someone who enjoys working closely with senior leaders, thrives in a fast-paced environment, and takes pride in being a trusted resource. You'll interact with executives, Board-level stakeholders, internal teams, and external partners while handling confidential information with professionalism and discretion.

Whats In It for You

Join a collaborative, professional environment where your organizational skills and initiative will make a meaningful impact. You'll gain valuable exposure to senior leadership, executive decision-making, and corporate operations while strengthening your experience in executive administration and stakeholder coordination.

Your Responsibilities

• You’ll manage the Vice-President's calendar, appointments, correspondence, phone calls, and visitors while proactively prioritizing competing requests.
• You’ll coordinate executive meetings, conferences, travel arrangements, and accommodations, ensuring all logistics and approvals are completed accurately.
• You’ll prepare meeting agendas, minutes, briefing packages, presentations, and other executive documentation.
• You’ll maintain follow-up logs, track outstanding action items, and ensure important deadlines and commitments are addressed.
• You’ll act as a key liaison between the Vice-President, senior management, Board-level stakeholders, internal departments, and external contacts.
• You’ll coordinate administrative reports, purchasing requests, workspace requirements, and other operational support activities.
• You’ll manage sensitive correspondence, confidential records, and corporate documentation with a high level of discretion and professionalism.

Skills and Qualifications

• 26 years of experience providing executive administrative support to senior leaders, ideally within a large or complex organization.
• Demonstrated experience managing executive calendars, coordinating meetings, preparing agendas and minutes, and organizing travel arrangements.
• Strong organizational and time-management skills with the ability to prioritize competing deadlines and anticipate executive needs.
• Excellent written and verbal communication skills with the confidence to interact professionally with senior executives, Board members, and external stakeholders.
• Proven ability to manage confidential correspondence, sensitive corporate information, and executive records with discretion.
• Strong attention to detail, problem-solving skills, and ability to work independently in a fast-paced environment.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and other executive productivity tools.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.