Executive Assistant to the President & CEO

OEC Group (Canada); Mississauga; On-site; CAD 70,000 - 95,000; Full time

Job summary

OEC Group (Canada) is seeking a highly organized Executive Assistant to support the President and CEO, managing calendars, travel, and executive communications with discretion and professionalism.

You'll coordinate meetings, prepare materials, and translate between French and English when needed, while maintaining confidential records and contributing to strategic initiatives.

Qualifications

• Minimum 3 years of experience supporting senior executives, preferably at the C-suite level.
• Strong calendar management and travel arrangements experience in fast-paced environments.
• Advanced proficiency with Microsoft 365 applications and virtual meeting platforms.

Responsibilities

• Provide high-level administrative support to the President and CEO.
• Manage complex calendars, appointments, and scheduling priorities.
• Coordinate and schedule internal and external meetings, including agendas and materials.
• Arrange domestic and international travel logistics.
• Manage executive communications and correspondence with discretion.

Skills

Executive support

Calendar management

Travel coordination

Microsoft 365

Communication skills

Discretion

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

We are seeking a highly organized Executive Assistant to provide dedicated support to the President and CEO. This role is responsible for managing complex schedules, coordinating meetings, arranging travel, handling executive communications, and ensuring the smooth operation of the Executive Office. The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment and discretion, and anticipates executive needs with professionalism and efficiency.

Key Responsibilities

• Provide high-level administrative support to the President and CEO.
• Manage complex calendars, appointments, and scheduling priorities, ensuring effective time management and alignment with business objectives.
• Coordinate and schedule internal and external meetings, including preparation of agendas, meeting materials, and follow-up actions.
• Arrange domestic and international travel, including flights, accommodations, transportation, itineraries, and related logistics.
• Manage executive correspondence, emails, phone calls, and communications, ensuring timely responses and appropriate prioritization.
• Serve as a key point of contact between the President and CEO and internal and external stakeholders.
• Prepare, edit, and format presentations, reports, correspondence, and other business documents.
• Maintain confidential records, files, and executive documentation with a high level of accuracy and discretion.
• Support the planning and coordination of executive meetings, corporate events, and leadership activities.
• Conduct research and compile information to support executive decision-making and strategic initiatives.
• Translate business correspondence, presentations, and communications between French and English as required.
• Anticipate executive needs and proactively resolve administrative issues to ensure seamless operations.
• Review administrative processes and recommend improvements to enhance efficiency and effectiveness within the Executive Office.
• Assist members of the Executive Team as occasionally required.

Qualifications

• Minimum of 3 years of experience supporting senior executives, preferably at the C-suite level.
• Proven experience managing complex calendars, meetings, and executive travel arrangements in a fast-paced environment.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and virtual meeting platforms.
• Strong organizational, planning, and time management skills, with the ability to manage multiple priorities and tight deadlines.
• Excellent verbal and written communication skills with a professional and polished approach.
• Strong research, analytical, and problem-solving abilities.
• High level of discretion, professionalism, and confidentiality when handling sensitive information.
• Awareness of cybersecurity best practices and familiarity with modern workplace technologies, including generative AI tools.
• Demonstrated initiative, resourcefulness, and the ability to anticipate and respond to executive needs.
• Excellent interpersonal skills and the ability to build effective relationships with internal and external stakeholders.

Why Join Us?

This is an exciting opportunity to work closely with the President and CEO of a dynamic and growing organization, playing a key role in supporting executive leadership and contributing to business success. You will be part of a collaborative team environment where professionalism, initiative, and excellence are valued and recognized.