Executive Assistant, Executive Office

Position Overview
At Garibaldi, the Executive Assistant, Executive Office is an integral part of our leadership function.

This role supports the Manager, Strategic Alignment [MSA] & Director of Business Development [Dir BD], while operating within the Executive layer to keep priorities organized, communication moving, and execution carried through.

It requires sound judgment, discretion, and the ability to move work forward. The right person is comfortable supporting multiple stakeholders, understands how to read a room, and takes ownership of execution, follow-through, and outcomes within defined direction.

This role is trusted to act, not just to assist. Success is defined by how reliably the Executive function is prepared, coordinated, and supported.

We are a privately held, family-owned business with strong relationships, high-quality standards, and a long-term mindset. The environment is fast-moving, collaborative, and less structured than corporate settings.

The right candidate is adaptable, aware, and comfortable operating within that reality.

Garibaldi is always building for the future, and this role will evolve alongside it. Curiosity, resilience, and a continuous improvement mindset are essential.

This is a role for someone who knows they are capable of more and is ready to operate at that level.

Key Responsibilities
Manager, Strategic Alignment - Execution Support [35%]

Meeting preparation - assembling briefs, pre-reads, context documents, and attachments ahead of every significant meeting

Communication execution - drafting, formatting, sending, and tracking follow-through on communications once the Manager, Strategic Alignment, has set intent and messaging.

Maintaining and updating project charters, task lists, and trackers; sending reminders and following up on outstanding items with the appropriate parties

Document management, presentation formatting, and report development as directed, including liaising with internal/external parties as required.

Company travel logistics, flights, accommodation, ground transportation, etc.

Director of Business Development - Executive Support [25%]

Calendar management including scheduling, prioritization, and gatekeeping

Inbox management, drafting responses, and managing follow-through

Preparing Dir BD for meetings with briefs, context, and supporting materials

Expense tracking and submission support

Acting as a trusted point of contact on behalf of Dir BD

Executive Team - Coordination [25%]

Scheduling and coordinating all Executive Team meetings.

Preparing and distributing meeting agendas and supporting materials from Manager, Strategic Alignment direction.

Taking and distributing meeting minutes accurately and efficiently.

Tracking action items and commitments from Executive Team meetings; following up with owners to ensure tasks are completed.

Coordinating offsite meetings and retreats including logistics, venue, accommodation, catering, and travel.

Events & Signature Initiatives - Execution Support [15%]

Assist in coordinating logistics end-to-end, meetings, venues, communications, travel, training, run-of-show, day-of execution, and clean-up with the planning committee.

Organize printing of event materials, including programs, signage, badges, and promotional materials.

Tracking deliverables and deadlines across the planning committee.

Supporting post-event follow-up, feedback collection, and debrief documentation.

Coordinating facility and event hosting standards including room setup, catering, and hosting protocols.

Supporting company social events and the Social Committee in planning and participation.

May include other miscellaneous duties pertaining to the event.

Qualifications [Education, Experience, Training]

Minimum 7 years’ experience as an Executive Assistant or in a senior administrative role supporting C-suite or owner-operator leadership.

Experience supporting multiple principals or operating in a distributed executive support model is strongly preferred.

Post-secondary education in business administration, office administration, or a related field or equivalent demonstrated experience.

Experience coordinating executive-level events, offsites, or signature company events. [e.g. annual conferences, leadership retreats]

Experience working with or alongside a committee, project team, or cross-functional group.

Education in automation, project management, marketing, or graphic design is considered a significant asset.

Experience in a manufacturing, construction, or trades environment is considered a significant asset.

Required Knowledge, Skill, and Abilities

Exceptional organizational skills with the ability to manage competing priorities across multiple principals without dropping the ball.

High degree of discretion and professional judgment; this role operates inside the executive layer of a family-owned business and requires the ability to handle sensitive information with absolute confidentiality.

Proactive by nature, can anticipate what is needed before being asked and takes…