Executive Assistant

Wills Transfer Limited; Smiths Falls; On-site; CAD 50,000 - 75,000; Full time

Job summary

Wills Transfer Limited is seeking an organized and proactive Executive Assistant to the President. Reporting to the President, you will provide day-to-day administrative and organizational support to ensure priorities, meetings, communications, and commitments are managed effectively.

This role suits an experienced administrative professional who thrives in a fast-paced environment, maintains confidentiality, and collaborates with leaders across the organization.

Qualifications

• 3–5 years of administrative, executive assistant, office coordination, or related experience.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proactive approach with initiative.
• Confidence interacting with leaders, employees, customers, and external partners.
• Flexibility to adapt to changing schedules.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams.

Responsibilities

• Manage a busy and changing calendar, coordinating meetings and priorities.
• Prepare agendas, materials, and coordinate logistics for meetings.
• Support correspondence and communications with timely attention.
• Coordinate business travel, accommodations, itineraries, and related arrangements.
• Prepare, edit, and format presentations, reports, and meeting materials.
• Coordinate leadership meetings and company events.
• Maintain confidential records with a high degree of discretion.
• Track deadlines, commitments, and action items; follow up.
• Act as a professional point of contact between the President and stakeholders.
• Assist with special projects and administrative initiatives.
• Identify opportunities to improve organization, communication, and processes.

Job description

Wills Transfer Limited is looking for a highly organized, professional, and proactive Executive Assistant to the President to join our team.

Reporting directly to the President, the Executive Assistant will provide day-to-day administrative and organizational support while helping ensure priorities, meetings, communications, and commitments are managed effectively.

This is an ideal opportunity for an experienced administrative professional who enjoys working in a fast-paced environment, takes pride in staying one step ahead, and is comfortable interacting with employees and leaders throughout an organization.

As Executive Assistant to the President, you will:

• Manage a busy and changing calendar, including coordinating meetings, appointments, and scheduling priorities.
• Organize meetings by preparing agendas and materials, coordinating logistics, recording notes when required, and tracking follow-up items.
• Support the management of correspondence and communications and help identify items requiring timely attention.
• Coordinate business travel, accommodations, itineraries, and related arrangements.
• Prepare, edit, and format presentations, reports, correspondence, meeting materials, and other documents.
• Coordinate leadership meetings, company events, and other activities involving the President.
• Maintain confidential records, documents, and information with a high degree of discretion.
• Track deadlines, commitments, and outstanding action items and help ensure appropriate follow-up.
• Act as a professional point of contact between the President and employees, customers, vendors, and other external stakeholders.
• Assist with special projects and administrative initiatives across the organization.
• Identify opportunities to improve organization, communication, and administrative processes.

We are looking for someone with:

• Approximately 3-5 years of administrative, executive assistant, office coordination, or related experience.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent attention to detail and a strong commitment to accuracy and follow-through.
• Strong written and verbal communication skills.
• Sound judgment and the ability to handle confidential and sensitive information appropriately.
• A proactive approach and the ability to anticipate needs and take initiative.
• Confidence interacting professionally with employees, senior leaders, customers, and external partners.
• The ability to remain flexible and composed when schedules or priorities change.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other standard office technology.

Post-secondary education in business administration, office administration, or a related discipline would be considered an asset; however, equivalent experience will also be considered.

What Success Looks Like

You will be successful in this role if you are someone who keeps things organized, notices the details others may miss, follows through consistently, and makes it easier for the President and leadership team to focus on the priorities that matter most.

You understand when to take initiative, when to ask questions, and when confidentiality and discretion are essential.

Why Join Wills Transfer?

At Wills Transfer, our values guide how we work: People Matter. Do the Right Thing. Commitment to Excellence. Be Good Stewards.

We are a growing Canadian organization with a long history in transportation, warehousing, and logistics. We believe in building strong relationships, supporting our people, and continually looking for better ways to serve our customers and our team.

If you are a capable administrative professional who enjoys variety, responsibility, and being at the centre of a busy organization, we would love to hear from you.