Strategic Executive Assistant for Senior Leaders

WSP USA; Mississauga; Hybrid; CAD 65,000 - 100,000; Full time

Job summary

WSP USA is seeking an experienced Executive Assistant to support two members of the Canadian Executive Leadership Team. The role sits in the Greater Toronto Area and is central to executive operations, coordinating complex priorities and driving organizational effectiveness.

You will manage calendars, meetings, travel, and communications, while building strong relationships across the organization and with external partners.

Qualifications

• Post-secondary education in Business Administration or related field is considered an asset.
• Ten (10)+ years of administrative experience within a large, complex organization.
• More than five years supporting senior executives or executive leadership teams.
• Experience supporting leaders in a professional services environment is considered an asset.
• Advanced proficiency with Microsoft 365, including Outlook, PowerPoint, Excel, Teams, and SharePoint.
• Strong presentation, document preparation, and reporting capabilities.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to delivering high-quality work.
• Excellent interpersonal and communication skills with the ability to interact confidently with senior stakeholders.
• Demonstrated discretion and professionalism when handling confidential and sensitive information.
• Resourceful, proactive, and able to work independently with minimal supervision.
• Experience with Oracle or other ERP systems is considered an asset.
• Bilingualism in English and French is considered an asset.

Responsibilities

• Provide confidential, high-level administrative support to two Canadian Executive Leadership Team members.
• Manage complex and frequently changing calendars, priorities, meetings, and stakeholder requests.
• Coordinate domestic and international travel arrangements, accommodations, and logistics.
• Prepare and process expense reports and related documentation.
• Organize and support executive meetings, leadership events, and strategic initiatives.
• Draft, coordinate, and distribute communications on behalf of executive leaders.
• Prepare meeting materials, presentations, reports, and briefing documents.
• Capture meeting notes, track action items, and ensure follow-through on key commitments.
• Build and maintain strong working relationships with internal and external stakeholders.
• Collaborate with administrative professionals across the business and provide backup support when required.
• Support special projects and initiatives that contribute to business objectives.

Skills

Executive administration

Calendar management

Travel coordination

Communication skills

Organizational skills

Stakeholder management

Discretion and professionalism

Bilingual English-French (asset)

Education

Post-secondary education in Business Administration or related field

Tools

Microsoft 365

Oracle ERP systems

Job description

WSP USA is seeking an experienced Executive Assistant to support two members of the Canadian Executive Leadership Team. The role sits in the Greater Toronto Area and is central to executive operations, coordinating complex priorities and driving organizational effectiveness.

You will manage calendars, meetings, travel, and communications, while building strong relationships across the organization and with external partners.