Executive Assistant

EFC Group serves as a trusted provider of shared management services to a consortium of companies, empowering them to streamline operations, minimize expenses, and concentrate on their primary objectives. Our expertise lies in delivering comprehensive shared services across a spectrum of vital functions, encompassing executive leadership, finance, human resources, safety, and IT.

EFC Group is an equal opportunity employer committed to the principles of employment equity. We value diversity and are dedicated to ensuring equitable representation of women, Indigenous Peoples, persons with disabilities, and visible minorities at all occupational levels. We are committed to inclusivity, equity, and accessibility throughout hiring and employment. If you require accommodation during the recruiting process, please let us know.

The Executive Assistant is a key strategic partner to the executive leadership team within the Avex Group of Companies, which includes Executive Flight Centre, Avjet, and Executive Aviation. This role combines high‑level administrative support with project leadership responsibilities, ensuring smooth operations and driving initiatives that align with organizational goals.

• Manage executive email inbox, elevating urgent matters and organizing communications.
• Coordinate calendar, meetings and travel arrangements, including booking flights, hotels and conference rooms.
• Prepare meeting agendas, take minutes and follow up on action items.
• Draft, edit and proofread correspondence, presentations, reports and business documents.
• Track priorities, deadlines and follow‑ups across departments.
• Liaise with internal teams and external stakeholders on behalf of the executive team.
• Maintain secure and organized records and files.
• Assist with corporate integration and collaboration, and help manage various projects (events, strategic initiatives, innovation).
• Assist leaders with expense accounts, ensuring expenses are submitted on time and accurately.
• Support the implementation, setup and ongoing administration of the Employee Share Ownership Program (ESOP), including coordinating communications, maintaining accurate records and liaising with stakeholders and external service providers.
• Travel to sites as required.
• Conduct research on a variety of initiatives.
• Proactively look for ways to enhance efficiency in processes.
• Maintain a tidy and orderly work area, contributing to a healthy and safe work environment.
• Ensure courteous and respectful customer service.
• Comply with and participate in the Company’s Health & Safety and Quality programs and initiatives.
• Perform any other duties as required.

• Strong professional written and verbal communication skills.
• Bilingual in French and English, both spoken and written, is an asset.
• Minimum five years of experience in a similar executive support role.
• Familiarity with employee incentive or ownership programs is an asset.
• Experience handling confidential information with discretion.
• Well‑developed interpersonal and communication skills, with the ability to communicate with individuals at all levels within and outside the organization.
• Proficient in Microsoft Office Suite.
• Class 5 driver’s license is required.
• Strong relationship building skills and ability to function effectively in teams.
• Flexibility and proven experience in balancing competing priorities and juggling a variety of responsibilities.
• Strong time management, organizational, and prioritization skills, with high attention to detail.
• Self‑motivated and self‑directed with a demonstrated ability to work with minimum supervision in a fast‑paced, dynamic environment.
• Ability to work in a confidential capacity; high level of professionalism.
• Professional, punctual, meticulous and diligent.
• Able to work both collaboratively and independently as a productive member of the team.

We thank all applicants for their interest in EFC Group; however, only candidates selected for interviews will be contacted.

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