Executive Assistant

Arcanus Aerial Systems Inc.; Vaughan; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Arcanus Aerial Systems Inc. is seeking a full-time hybrid Executive Assistant based in Vaughan, ON, who will support three senior executives. This role involves managing complex calendars, coordinating travel, and handling confidential documents, making it perfect for someone thriving in a high-trust and fast-paced environment.

The ideal candidate will have over four years of executive administrative support experience, strong communication skills, and proficiency in Microsoft Office Suite. Familiarity with the aerospace or technology sectors is advantageous.

Qualifications

• 4+ years in executive administrative support, ideally to C-suite or senior leadership.
• Proven discretion handling confidential information and senior stakeholders.
• Strong organizational, time-management, and written communication skills.
• Proficiency with Microsoft Office Suite and modern scheduling tools.
• Comfort with ambiguity and rapidly shifting priorities.
• Ability to work both independently and collaboratively.
• Experience in aerospace, defence, or technology sectors is an asset.
• Eligibility for security clearance is an asset.

Responsibilities

• Own complex, shifting calendars for two senior executives and coordinate across time zones.
• Plan domestic and international travel, including in-country government and partner meetings.
• Prepare and manage expense reports and related financial administration.
• Coordinate board, investor, and partner scheduling, and prepare meeting materials.
• Manage NDAs, document logistics and sensitive information.
• Keep the office and day-to-day administration running smoothly.

Skills

Executive administrative support

Discretion handling confidential information

Organizational skills

Time-management skills

Written communication skills

Proficiency with Microsoft Office Suite

Comfort with ambiguity

Ability to work independently

Ability to work collaboratively

Job description

Role Description

This is a full-time hybrid Executive Assistant role based in Vaughan, ON, with flexibility for some remote work. Supporting three senior executives, you'll be the operational backbone of a fast-moving leadership team - owning complex calendars, coordinating domestic and international travel, and managing confidential document flow with discretion. This is a high-trust, high-tempo role for someone who thrives on ambiguity, anticipates needs before they're voiced, and operates calmly as the first point of contact at the senior level.

What you'll do

• Own complex, shifting calendars for two senior executives and coordinate across time zones
• Plan domestic and international travel, including in-country government and partner meetings
• Prepare and manage expense reports and related financial and logistical administration
• Coordinate board, investor, and partner scheduling, and prepare meeting materials
• Manage NDAs, document logistics, and sensitive information with absolute discretion
• Keep the office and day-to-day administration running smoothly

Qualifications

• 4+ years in executive administrative support, ideally to C-suite or senior leadership
• Proven discretion handling confidential information and senior stakeholders
• Strong organizational, time-management, and written communication skills
• Proficiency with Microsoft Office Suite and modern scheduling tools
• Comfort with ambiguity, rapidly shifting priorities, and a fast-paced environment
• Ability to work both independently and collaboratively
• Experience in aerospace, defence, or technology sectors is an asset
• Eligibility for security clearance is an asset