Executive Administrative Assistant

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Main Purpose of Job  The Executive Administrative Assistant serves as the strategic right-hand and trusted extension of the VP & President, Canada. This role goes beyond traditional administrative support by maximizing executive productivity, protecting leadership focus, managing complex calendars and communications, coordinating travel and meeting operations, and supporting confidential business activities with exceptional judgement and discretion. The position is central to the Canada leadership operating rhythm, including business review meetings, Canada Leadership Team meetings, action-register management, executive communications, and as-needed support for two Brampton-based Sales Leaders.
Strategic Scope of the Role  Acts as the strategic support to the VP & President, Canada, helping convert leadership priorities into disciplined execution, clear follow-up, and efficient use of executive time. Serves as a trusted gatekeeper for time, information, communications, and priorities, ensuring requests are triaged based on urgency, strategic relevance, stakeholder needs, and business impact. Operates with full confidentiality and executive maturity, supporting sensitive business operations, leadership discussions, organizational matters, and external stakeholder interactions.

Functions as a force multiplier for the President’s office by improving meeting discipline, communication flow, action tracking, and leadership-team alignment.
Core Responsibilities   Manages a complex executive calendar with strong attention to business priorities, meeting purpose, attendee needs, preparation requirements, travel impacts, and time zone considerations.
Plans, schedules, and coordinates leadership meetings, business reviews, customer/internal engagements, conference participation, and team events, including agenda development, logistics, materials, minutes/notes, and post‑meeting follow‑up.
Screen and triage inquiries, coordinate responses, draft and edit emails, internal memos, leadership messages, and executive correspondence on behalf of the VP & President as appropriate.
Maintains and coordinates action registers for business review meetings and Canada Leadership Team meetings, tracking decisions, owners, due dates, dependencies, risks, and completion status; proactively follows up with accountable leaders to support timely execution.
Prepares and formats high‑quality materials using Microsoft 365 applications, including PowerPoint presentations, Excel trackers/reports, Word documents, Teams/meeting resources, One Note/Loop notes, and SharePoint/One Drive file organization.
Supports effective meeting operations by managing invites, room/virtual meeting set‑up, pre‑reads, agenda inputs, attendance needs, action capture, and distribution of follow‑up materials.
Provides as‑needed administrative support to two Sales Leaders located in Brampton, balancing support needs against VP/Canada leadership priorities and aligning on expectations, timing, and deliverables.
Coordinates domestic and international travel and logistics, itinerary planning, timely expense submission, and reconciliation through Concur and applicable Medtronic systems.
Gathers, compiles, consolidates, and reports information relevant to leadership priorities, including updates from Excel files, internal systems, meeting outputs, and cross‑functional stakeholders.
Coordinates and supports regional, divisional, and Canada‑wide events, including National Sales Meeting preparation, leadership offsites, recognition activities, and team engagement programs as required.
Administers vendor/supplier set‑up in applicable AP systems and coordination with cross‑functional support teams.
Maintains organized digital and physical filing systems, document repositories, contact lists, distribution lists, and team resources to support efficient information flow.
Handles…