Executive Assistant

GP Strategies Corporation; Ottawa; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading consultancy firm is seeking an Executive Assistant to support the Co-CEOs. This hybrid role requires strong executive support skills, exceptional communication abilities, and proficiency in Microsoft 365 tools. Responsibilities include managing complex schedules, coordinating travel, and overseeing administrative staff. The ideal candidate will have at least 4 years of experience in executive support and the ability to operate in a fast-paced environment.

Qualifications

• 4 years of executive support experience, preferably with a C-level executive.
• Strong leadership and mentoring capabilities.
• Fluent in English with exceptional communication skills.

Responsibilities

• Manage a strategic calendar and complex scheduling.
• Coordinate international and domestic travel logistics.
• Prepare briefing documents and manage confidential information.
• Assist with planning and coordination of meetings.

Skills

Executive support experience

Communication skills

Proficiency in Microsoft 365

Leadership abilities

Efficiency-oriented

Emotional intelligence

Collaborative

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Teams

Zoom

Notion

SharePoint

Job description

Overview

The Executive Assistant to the Co-Chief Executive Officers (Co-CEOs) is a critical strategic partner responsible for enabling the Co-CEOs to operate at maximum effectiveness. This role balances executive-level support with team coordination responsibilities and oversees a full-time Administrative Assistant who supports logistics and provides administrative assistance to a small group of other senior executives. This is a hybrid role that combines strategic calendar, travel, and information management with leadership of a small administrative function.

Key Responsibilities

• Manage a dynamic and strategic calendar, including complex scheduling, internal and external meetings, and protected focus time
• Coordinate international and domestic travel, including itinerary design, bookings, and logistics
• Prepare briefing documents, draft communications, track action items, and follow up to ensure execution
• Handle confidential information with discretion and professionalism
• Maintain the relationship with external travel partners
• Assist with planning, coordination, and execution of virtual, onsite, and offsite meetings and events
• Support other administrative projects and tasks as assigned by the Co-CEOs
• Directly manage a full-time Administrative Assistant, providing guidance, coaching, and prioritization support
• Oversee and delegate responsibilities such as expense processing, travel bookings, and logistics for a small group of other executives
• Set clear expectations and drive a consistent standard of service and responsiveness across the admin function
• Provide backup support to the Administrative Assistant when needed

Coordination & Operational

• Assist in the coordination of internal events, leadership team meetings, strategy sessions, and client briefings
• Support cross-functional communications, ensuring smooth flow of information between executives, departments, and external stakeholders
• Identify opportunities to streamline administrative processes and enhance the effectiveness of the executive office

Qualifications

• 4 years of executive support experience, with at least 2 years supporting a CEO or C-level executive
• Prior experience leading or mentoring administrative professionals is strongly preferred
• Exceptional communication skills (written and verbal); fluent English required
• Strong proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Teams), Zoom, and productivity tools like Notion or SharePoint
• Skilled in managing up, anticipating needs, and handling sensitive matters with discretion and emotional intelligence
• Leadership : Comfortable managing and developing junior administrative staff
• Efficiency-Oriented : Ability to operate with urgency and discipline and prioritize to match executive bandwidth
• Calm Under Pressure : Thrives in fast-moving environments with high expectations
• Discreet & Trusted : A safe and professional gatekeeper who earns and protects trust
• Collaborative : Works well with internal teams, external partners, and across geographies

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative, General Business, and Consulting

Industries

• Business Consulting and Services, E-Learning Providers, and Executive Offices