Executive Assistant (C-suite support)

Egis in Canada; Toronto; On-site; CAD 80,000 - 110,000; Full time

Job summary

Egis Canada is seeking an experienced Executive Assistant to support the CEO of the Americas Region from the Greater Toronto Area. This high-visibility role partners with the CEO and Chief of Staff, coordinating complex calendars, travel, and sensitive correspondence.

You will liaise with internal teams, clients, and external authorities, prepare briefing packs, manage documents in SharePoint/Teams, and resolve visa and immigration logistics while maintaining strict confidentiality.

Qualifications

• Minimum 5+ years experience supporting C-level executives in a combined business and personal assistant capacity.
• Experience processing visa applications for multiple countries with focus on individuals without Canadian/US/European passports.
• Knowledge of international immigration procedures, documentation requirements and embassy protocols.
• Proven ability to manage complex calendars and international travel logistics.
• Excellent organizational and time-management skills with high attention to detail.
• Discretion and sound judgment in handling confidential information.
• Strong written and verbal communication with international audiences.
• Proficiency in Microsoft Office and familiarity with modern productivity tools.

Responsibilities

• Manage CEO's complex calendar across multiple time zones and coordinate meetings.
• Coordinate all business travel arrangements, including after-hours changes.
• Prepare, process, and reconcile expense reports.
• Liaise with internal teams, clients and stakeholders for CEO needs.
• Coordinate executive-level documents, presentations, and correspondence.
• Prepare briefing packs and background notes for key meetings.
• Coordinate logistics for executive meetings and events.
• Assist with visas, immigration logistics, and embassies as needed.
• Maintain confidential filing in SharePoint/Teams.

Skills

Executive support

Calendar management

Travel logistics

Communication

Discretion

Multitasking

Attention to detail

MS Office

Tools

Microsoft Office Suite

SharePoint/Teams

Job description

Job Description

We are hiring an Executive Assist to the CEO, based in the Greater Toronto Area. Egis is a leading international engineering, consulting, and infrastructure firm undergoing rapid and strategic growth in the Americas.

At Egis, every project is an opportunity to create lasting impact. We collaborate with public and private clients to design and deliver innovative transportation, aviation, rail, transit, water, structural, environmental, and infrastructure solutions that connect communities and improve everyday life. This is an opportunity to join a team where innovation is encouraged, collaboration is valued, and your work helps build a more sustainable future.

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the CEO of our Americas Region. This is a high visibility role in a dynamic and rapidly growing region of a leading international firm.

Executive Support:

• Manage a complex business calendar, including scheduling meetings, coordinating appointments, and handling last-minute changes across multiple time zones.
• Coordinate all business travel arrangements (flights, accommodations, ground transportation, visa requirements, itineraries), which may require after-hours support for last-minute changes.
• Prepare, process, and reconcile corporate expense reports in a timely and accurate manner.
• Liaise professionally with internal teams, clients, and stakeholders on behalf of the CEO, working closely with the CEO's Chief of Staff.
• Manage the CEO's administrative tasks, exercising professional judgment and discretion in handling sensitive corporate and personnel-related matters.
• Prepare, review, format, and coordinate executive-level documents, presentations, and correspondence aligned with Egis' internal governance standards, in coordination with the CEO's Chief of Staff.
• Prepare briefing packs and background notes ahead of key meetings (bios, agendas, prior actions).
• Coordinate logistics for recurring executive meetings (scheduling, agendas, pre-read distribution).
• Assist with logistics for executive events, conferences, and site/client visits, including conference registrations, professional memberships, sponsorships, and speaking-engagement coordination.
• Route documents for signature and approval (DocuSign, POs, invoices) and track completion.
• Maintain organized and confidential filing in SharePoint/Teams.
• Other duties as may be assigned, including liaising with embassies, consulates, immigration authorities, and third-party agencies to facilitate visa approvals and resolve issues.

Personal Assistance:

• Track and monitor expiration/renewal dates for personal documentation such as driver's license, multiple international visas/passports, etc.
• Handle ad hoc personal errands and special projects as assigned, ensuring confidentiality and discretion at all times.

Qualifications

• Minimum 5 years of experience supporting C-level executives in a combined business and personal assistant capacity.
• Demonstrated experience with processing visa applications for multiple countries, with a focus on individuals without Canadian, US or European passports.
• In-depth knowledge of international immigration procedures, documentation requirements and embassy protocols.
• Proven ability to manage complex calendars and international travel logistics.
• Excellent organizational and time-management skills with a high attention to detail.
• Discretion and sound judgment in handling confidential and sensitive information.
• Strong written and verbal communication skills with comfort in communicating with an international audience.
• Proficiency in Microsoft Office Suite and familiarity with modern productivity tools.
• Ability to adapt quickly, multitask effectively, and thrive in a fast-paced multicultural environment.
• French language proficiency is considered an asset.
• Must be legally eligible to work in Canada and able to travel occasionally, if required.

Additional Information

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. The salary range advertised may exceed the range based on several factors, including relevant education, qualifications, certifications, experience, skills, geographic location, performance, and business or organizational needs.