Executive Assistant

At Garibaldi, the Executive Assistant, Executive Office plays a vital role in supporting our leadership function.

This role supports the Manager, Strategic Alignment [MSA] & Director of Business Development [Dir BD], while providing coordination support to the Executive Team 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. use it to tell us why this specific role appeals to you

Providing the execution layer that allows the Manager, Strategic Alignment to operate at a strategic level. This role is not calendar/email management; it is ensuring the MSA is always prepared, organized, and able to focus on the work that only they can do.

• 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.

Providing EA support to the Dir BD, who carries a broad mandate across ownership, operations, sales, and business development. This role operates in close partnership with MSA to ensure both the ownership and the broader Executive function are consistently well-supported and set up for success.

• 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

Serving as the coordination backbone for the Executive Team as a group. The Executive Assistant does not provide direct EA support to individual executives but ensures the team operates in a coordinated, prepared, and efficient rhythm.

• 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.

Garibaldi's events, including our signature event Glass Day and the 60th Anniversary, represent the company at its most visible. The Executive Assistant is an execution member of the planning committee for each, working under the strategic direction of the Manager, Strategic Alignment.

• 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.

• Minimum 7 years’ experience as an Executive Assistant or in a senior administrative role supporting senior leadership, principals, or owner-operators in a…