Office Administration jobs in Italy

Become Our Executive Assistant

Who we are

The Loomex Group is a North American group of companies that provides strategic, operational, and tactical services for clients across Canada and the United States. Our clients include airports and aerospace industries, emergency services providers, private corporations, institutions, communities, and all levels of government.

About this role

The Loomex Group is looking for an executive assistant to join its team. This role will work under the supervision of our CEO & President.

The executive assistant is a key administrative professional at The Loomex Group, supporting the CEO and the broader executive team to ensure smooth, efficient operations at the highest levels of leadership. This role is ideal for a highly organized, proactive, and discreet individual who thrives in a dynamic environment and takes pride in making things run seamlessly behind the scenes. The executive assistant will manage complex scheduling, correspondence, meeting preparation, and project coordination, playing a critical role in maintaining focus and momentum on key strategic priorities. Most of all, we need someone who shares our values: putting customers and communities first, working as a team, and always looking for ways to be better than yesterday.

The salary range for this position is between $60,000 and $65,000 per year.

Don’t miss this exciting opportunity—join our growing team today!

What you’ll do

Executive Support:

• Manage day-to-day schedules and calendars for the executive team, including coordinating meetings, appointments, and travel logistics.

• Screen and prioritize emails, phone calls, and meeting requests with sound judgment and professionalism.

• Prepare and edit correspondence, communications, presentations, and other documents on behalf of executives.

• Support the coordination and documentation of executive team meetings, including agenda preparation, note-taking, and tracking follow-up actions.

• Assist with confidential and time-sensitive projects, maintaining discretion and tact at all times.

Communication & Coordination:

• Serve as a primary point of contact between the executive team and internal/external stakeholders.

• Draft polished communications and briefing notes for executives to support stakeholder relations.

• Liaise with the divisions to collect and compile information and materials for reports, strategic plans, and board updates.

Project & Task Management:

• Track and support the completion of key action items arising from executive meetings and strategic initiatives.

• Maintain an organized system of records and ensure timely reminders and follow-up on outstanding tasks.

• Provide administrative support for special projects, events, and internal initiatives as required.

Administrative Operations:

• Maintain an efficient filing system (digital and physical) to organize records, meeting materials, and reference documents.

• Coordinate logistics and materials for executive offsites, board meetings, and leadership retreats.

• Support the coordination of annual planning cycles, budgeting timelines, and reporting deliverables.

L•Hub and Marketing Support:

• Provide occasional support to the L•Hub, The Loomex Group’s internal support hub.

• Assist with scheduling and posting content for social media platforms.

Qualifications

• A post-secondary diploma or degree in business administration, office management, communications, or a related field.

• 5+ years of experience in an executive assistant or senior administrative support role, preferably supporting a leadership team.

• Experience in a fast-paced, multi-disciplinary organization with shifting priorities

• Exceptional organizational skills, with an ability to manage multiple priorities and deadlines with minimal supervision.

• Strong written and verbal communication skills, including the ability to draft high-quality correspondence and presentations.

• Proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), online scheduling tools, and document management systems.

• High level of discretion, integrity, and confidentiality when handling sensitive information.

• Strong problem-solving skills and a proactive mindset.

• Unwavering professionalism and attention to detail.

• Calm under pressure with a “can-do” attitude and a solutions-oriented approach.

• Strong interpersonal skills with the ability to interact effectively at all levels of the organization.

• Dedicated to The Loomex Group's values and mission, including a focus on putting customers and communities first, fostering teamwork and collaboration, taking pride in delivering high-quality work, and maintaining a positive attitude with a willingness to help.

Working conditions

• This is a full-time permanent position with a 40-hour work week. Most work is performed Monday to Friday.

• This position requires some flexibility to work evenings and weekends when required due to deadlines.

• This position is based at The Loomex Group’s headquarters at the Peterborough Airport and may require occasional travel from time-to-time.

Join Us

At The Loomex Group, we care about our people and the communities we serve. If you enjoy helping others succeed, keeping things organized, and being part of a supportive and forward-thinking team, we’d love to hear from you.

The Loomex Group is an equal opportunity employer. This means that we are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We genuinely believe that the more inclusive we are, the better our work will become.

We encourage applications from all qualified candidates, regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected characteristic. To put it simply: At The Loomex Group, everyone is welcome.

Our goal is to ensure that each member of our team feels supported and valued and that our workplace is a space where everyone can thrive and contribute to our success.

Accommodations for job applicants with disabilities are available upon request and will be provided in accordance with the Canadian Human Rights Act and the Canadian Labour Code. Please reach out to hr@loomex.ca if you require this type of accommodation.