Executive Assistant to the President & CEO

Altis; Toronto; On-site; CAD 90,000 - 120,000; Full time

Job summary

Altis in Ontario is seeking an experienced Executive Assistant to the President & CEO to provide comprehensive executive and governance support. This role requires discretion, judgment, and the ability to anticipate priorities in a high-level organizational environment.

Working closely with the CEO, Board, and senior leadership, you will manage complex scheduling, travel, executive communications, and Board activities, safeguarding sensitive information and ensuring the office operates

Qualifications

• Post-secondary diploma or certificate in Office Administration or related field.
• 5+ years of progressive executive administrative experience, including direct support to CEO or senior executive.
• Experience managing complex calendars and international travel.
• Advanced proficiency with Microsoft Office and travel booking/expense platforms.
• Strong written and verbal communication, proofreading, and presentation skills.
• Experience supporting Board meetings and governance documentation is a plus.

Responsibilities

• Serve as a trusted partner to the President & CEO, managing a complex and changing calendar.
• Oversee domestic and international travel arrangements and expense submissions.
• Manage correspondence and draft executive communications, briefings, reports, and presentations.
• Coordinate executive meetings, events, and stakeholder engagements with logistics and tech needs.
• Provide Board and Committee support, including notices, agendas, packages, minutes, and motions.
• Support corporate filings and governance requirements under applicable laws and bylaws.
• Maintain confidential records and build relationships with executives, Board members, and external partners.

Skills

Executive support

Calendar management

Travel coordination

Board & governance support

Professional communication

Education

Office Administration diploma

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Location: Ontario, Canada, work arrangement to be confirmed
Job Type: Contract until June 2027

About the Opportunity

Were seeking an experienced and highly resourceful Executive Assistant to the President & CEO to provide comprehensive executive and governance support within a professional, complex organizational environment. This is a trusted position requiring exceptional judgment, discretion, and the ability to anticipate priorities while ensuring the CEOs office operates seamlessly.

Working closely with the President & CEO, Board of Directors, senior leadership, and external stakeholders, youll oversee complex scheduling, travel coordination, executive communications, and Board and Committee activities. Your ability to manage sensitive information, navigate competing demands, and proactively keep important priorities moving will make you an integral part of the organizations leadership support team.

Whats in it for You

• Work directly with executive leadership and the Board of Directors.

• Gain exposure to corporate governance, regulatory requirements, and strategic organizational priorities.

• Take ownership of a highly visible role where initiative and sound judgment are valued.

• Build strong relationships across senior leadership, Board members, and external stakeholders.

Your Responsibilities

• Youll serve as a trusted partner to the President & CEO, managing a complex and frequently changing calendar, prioritizing commitments, resolving scheduling conflicts, and coordinating follow-ups.

• Youll oversee domestic and international travel arrangements, including flights, accommodations, transportation, documentation, itineraries, and expense submissions.

• Youll manage incoming correspondence, calls, requests, and sensitive matters while drafting and editing executive communications, briefing materials, reports, and presentations.

• Youll coordinate executive meetings, events, stakeholder engagements, and functions, ensuring all logistics, invitations, registrations, materials, and technology requirements are in place.

• Youll provide comprehensive Board and Committee support, including meeting notices, agendas, Board packages, scheduling, distribution of materials, minute taking, and preparation of resolutions and motions.

• Youll coordinate annual corporate filings and support governance requirements under applicable legislation, including the Canada Marine Act, Letters Patent, Regulations, and By-laws.

• Youll maintain confidential records, safeguard privileged information, and build effective working relationships with executives, Board members, employees, vendors, and external partners.

Skills and Qualifications

• Post-secondary diploma or certificate in Office Administration, Business Administration, or a related field, or equivalent education and experience.

• 5+ years of progressive executive administrative experience, including direct support to a CEO, President, or senior executive.

• Demonstrated expertise managing complex executive calendars, competing priorities, and detailed domestic and international travel arrangements.

• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint, along with scheduling, travel-booking, and expense management platforms.

• Exceptional written and verbal communication skills, including professional correspondence, proofreading, report preparation, and presentation development.

• Experience supporting Board of Directors and Committee meetings, including agenda preparation, Board packages, formal minutes, motions, and resolutions.

• Strong understanding of corporate governance practices, confidentiality, and regulatory documentation requirements is an asset.

• Exceptional judgment, discretion, initiative, and interpersonal skills, with the ability to work independently and meet demanding deadlines in a fast-paced environment.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals.All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.