Executive Assistant

OpenText; Waterloo; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in information management is hiring an Executive Assistant to support two Vice Presidents. The role involves managing multiple calendars, preparing presentations, and coordinating projects in a fast-paced environment. We seek a candidate with strong organizational skills, discretion, and experience in using AI tools to optimize administrative tasks.

Qualifications

• At least 5 years of experience supporting C-level executives.
• Strong organizational skills with flexibility and attention to detail.
• Proficiency in Excel and PowerPoint; tech industry experience is a plus.

Responsibilities

• Manage and coordinate calendars, appointments, and travel arrangements.
• Prepare presentations and correspondence for two Vice Presidents.
• Support onboarding and offboarding of staff as needed.

Skills

Organizational skills

Interpersonal skills

Communication skills

Customer service orientation

Problem-solving mindset

Experience with AI tools

Tools

Microsoft 365 Copilot

Excel

PowerPoint

Job description

Opentext - The Information Company

OpenText is a global leader in information management, where innovation, creativity, and collaboration are the key components of our corporate culture. As a member of our team, you will have the opportunity to partner with highly regarded companies worldwide, tackle complex issues, and contribute to projects shaping the future of digital transformation.

AI-First. Future-Driven. Human-Centered.

At OpenText, AI is central to our operations—driving innovation, transforming work, and empowering digital knowledge workers. We are hiring talent that AI cannot replace to help shape the future of information management. Join us.

Your Impact

The Executive Assistant will support two Vice Presidents within the PS Sales Organization. The ideal candidate thrives in a fast-paced, ever-changing environment, staying one step ahead. Handling ambiguity and managing shifting priorities are essential. Responsibilities include preparing presentations and correspondence, coordinating projects for the PS Sales team, and performing administrative duties such as travel arrangements and scheduling meetings.

What The Role Offers

• Managing and coordinating multiple calendars, appointments, reservations, expenses, and travel using AI scheduling tools like Microsoft 365 Copilot to optimize meeting times and resolve conflicts.
• Building effective relationships with internal and external stakeholders to achieve business objectives.
• Creating and maintaining effective communication to support executives, managing various projects and tasks concurrently.
• Responding to emails and prioritizing inboxes using AI tools that summarize threads and suggest responses (e.g., Outlook Copilot).
• Scheduling meetings, managing calendars proactively, and resolving conflicts based on corporate priorities.
• Maintaining confidential records and information securely.
• Coordinating travel arrangements and processing expenses in accordance with company policies.
• Tracking requisitions, progress, position codes, and headcount.
• Supporting onboarding of new hires and offboarding external staff as needed.
• Planning and organizing events and activities.
• Coordinating catering and other logistical requests.
• Attending team meetings and providing support as required.

What You Need To Succeed

• At least 5 years of experience supporting C-level executives and teams.
• Strong organizational skills with flexibility and attention to detail.
• Excellent interpersonal and communication skills, both written and verbal.
• Experience with AI tools and a willingness to learn more about their application.
• Discretion, professionalism, sound judgment, and confidentiality.
• Ability to manage multiple projects simultaneously without sacrificing quality.
• Proven ability to meet tight deadlines while prioritizing tasks.
• Ability to work independently and as part of a team.
• Customer service orientation with a problem-solving mindset.
• Proficiency in Excel and PowerPoint; experience in the tech industry is a plus.

ONE LAST THING

OpenText is more than a company; it's a global community built on trust, high standards, and accountability. Join us in shaping the future of content management solutions. Apply now and be part of our exciting journey.

We are committed to diversity and inclusion. Our Employment Equity and Diversity Policy promotes a welcoming environment for everyone, regardless of background or identity. If you require accommodations during the application process due to a disability, please contact us at [e-mail]. We foster collaboration, innovation, and growth in our vibrant workplace.