Executive Assistant

Prime Data Centers; Quinte West; On-site; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Competitive pay

401(k) matching

Premium benefits

Paid time off

Job summary

Prime Data Centers is seeking an Executive Assistant to provide high-level support to senior leadership. This role manages calendars, communications, travel, meeting logistics, and day-to-day administrative needs while safeguarding confidential information.

You will partner with executives and internal teams to anticipate needs, coordinate across time zones, and ensure efficient operations that enable leaders to focus on strategic priorities.

Qualifications

• 3–5 years of experience supporting senior executives or in a comparable administrative role.
• Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills, with strong attention to detail.
• Sound judgment and the ability to maintain confidentiality and exercise discretion.
• Proficiency with calendar and email platforms, Microsoft Office or Google Workspace, and video conferencing tools.
• Proactive, resourceful, and comfortable working independently with minimal direction.

Responsibilities

• Manage and maintain executive calendars, proactively resolving conflicts and balancing competing priorities.
• Schedule internal and external meetings, coordinating across time zones, attendees, and rooms or virtual platforms.
• Protect focus time and preparation time, and flag upcoming scheduling pressure points in advance.
• Send invitations, reminders, and updates, and ensure materials and meeting links are in place ahead of time.
• Serve as the first point of contact for the executive, screening requests and directing them appropriately.
• Represent leadership professionally in interactions with employees, board members, clients, vendors, and other external partners.
• Handle confidential and sensitive information with discretion at all times.
• Book and manage domestic and international travel (flights, hotels, ground transportation) in line with executive preferences and company policy.
• Prepare detailed itineraries, including meeting schedules, contact information, and supporting documents.
• Monitor travel plans and adjust quickly when delays, cancellations, or schedule changes occur.
• Maintain traveler profiles, loyalty program information, and preferences.
• Prepare agendas, briefing materials, and background documents for executive meetings.
• Attend meetings as needed to take notes and minutes, capture action items, and track follow-through.
• Coordinate leadership team meetings, offsites, board meetings, and other executive events, including venue, catering, and logistics.
• Ensure a polished guest experience for onsite meetings — visitor check-in, building and security coordination, parking validation, and conference room readiness.
• Prepare, edit, and format documents, presentations, spreadsheets, and reports on behalf of leadership.
• Process expense reports and reimbursements accurately and on time, and reconcile corporate card activity.
• Assist with budget tracking, invoice processing, and vendor payments related to executive operations.
• Maintain organized filing systems, contact lists, and records, both digital and physical.
• Support special projects and cross-functional initiatives by tracking deadlines, coordinating stakeholders, and following up on deliverables.
• Maintain executive team resources such as org charts, distribution lists, and shared calendars or intranet pages.
• Identify opportunities to streamline recurring administrative processes and recommend improvements.
• Partner with other administrative and operations staff to ensure consistent support across the leadership team.
• Executive and VP/C-suite dinner reservations and coordination
• Notary scheduling
• Interview scheduling support
• Gift, card, and recognition coordination on behalf of leadership
• Backup coverage for other administrative team members during absences

Skills

Organizational skills

Communication skills

Confidentiality & discretion

Calendar management

Time management

Tools

Microsoft Office

Google Workspace

Video conferencing tools

Job description

About the role

The Executive Assistant provides high-level administrative and operational support to senior leadership, owning calendar management, communications, travel, meeting logistics, and day-to-day administrative needs. This role serves as a trusted partner and point of contact for executives, internal teams, and external stakeholders, handling sensitive information with discretion and anticipating needs so that leaders can focus their time on the highest-priority work.

What you’ll do

Responsibilities are organized into six core categories, plus a secondary category of as-needed support.

Calendar & Schedule Management

• Manage and maintain executive calendars, proactively resolving conflicts and balancing competing priorities
• Schedule internal and external meetings, coordinating across time zones, attendees, and rooms or virtual platforms
• Protect focus time and preparation time, and flag upcoming scheduling pressure points in advance
• Send invitations, reminders, and updates, and ensure materials and meeting links are in place ahead of time

Communications & Executive Representation

Inbox & Correspondence

• Monitor and triage executive email, flagging urgent items and drafting responses on their behalf as appropriate
• Prepare and proofread correspondence, announcements, and other written communications

Gatekeeping & Relationship Management

• Serve as the first point of contact for the executive, screening requests and directing them appropriately
• Represent leadership professionally in interactions with employees, board members, clients, vendors, and other external partners
• Handle confidential and sensitive information with discretion at all times

Travel Coordination

• Book and manage domestic and international travel (flights, hotels, ground transportation) in line with executive preferences and company policy
• Prepare detailed itineraries, including meeting schedules, contact information, and supporting documents
• Monitor travel plans and adjust quickly when delays, cancellations, or schedule changes occur
• Maintain traveler profiles, loyalty program information, and preferences

Meeting & Event Support

Meeting Preparation & Follow-Up

• Prepare agendas, briefing materials, and background documents for executive meetings
• Attend meetings as needed to take notes and minutes, capture action items, and track follow-through

Leadership Events & Onsite Hospitality

• Coordinate leadership team meetings, offsites, board meetings, and other executive events, including venue, catering, and logistics
• Ensure a polished guest experience for onsite meetings — visitor check-in, building and security coordination, parking validation, and conference room readiness

Document, Expense & Administrative Support

• Prepare, edit, and format documents, presentations, spreadsheets, and reports on behalf of leadership
• Process expense reports and reimbursements accurately and on time, and reconcile corporate card activity
• Assist with budget tracking, invoice processing, and vendor payments related to executive operations
• Maintain organized filing systems, contact lists, and records, both digital and physical

Projects, Systems & Process Improvement

• Support special projects and cross-functional initiatives by tracking deadlines, coordinating stakeholders, and following up on deliverables
• Maintain executive team resources such as org charts, distribution lists, and shared calendars or intranet pages
• Identify opportunities to streamline recurring administrative processes and recommend improvements
• Partner with other administrative and operations staff to ensure consistent support across the leadership team

Secondary — As-Needed Responsibilities

These responsibilities are lower frequency and variable in demand.

• Executive and VP/C-suite dinner reservations and coordination
• Notary scheduling
• Interview scheduling support
• Gift, card, and recognition coordination on behalf of leadership
• Backup coverage for other administrative team members during absences

Qualifications

_ Required _

• 3–5 years of experience supporting senior executives or in a comparable administrative role
• Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced environment
• Excellent written and verbal communication skills, with strong attention to detail
• Sound judgment and the ability to maintain confidentiality and exercise discretion
• Proficiency with calendar and email platforms, Microsoft Office or Google Workspace, and video conferencing tools
• Proactive, resourceful, and comfortable working independently with minimal direction

Benefits

• Competitive salary rangeand performance bonus program
• Dollar-for-dollar 401(k) match up to 4% that is fully vested upon enrollment
• 100% employee premiums paid by employer for medical, dental, vision, life insurance, and disability
• Paid Time Off + Sick time

Applications will be accepted on an ongoing basis. Prime is an Equal Opportunity Employer. All applicants are considered for employment without attention to race, color, age, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, genetic information, ancestry, national origin, citizenship, protected veteran or military status, disability status, or any other classification protected by federal, state, or local laws and ordinances.

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