Executive Assistant - Office of the CEO

About the job Executive Assistant - Office of the CEO  Our client is seeking an accomplished Executive Assistant to provide high-level administrative, analytical, and strategic coordination to the Chief Executive Officer, Chief of Staff, and Executive Leadership Team.
Operating at the centre of the business, you will support executive administration, Board and governance activities, strategic planning, executive communications, research, and cross-functional initiatives. Your responsibilities will range from managing calendars, travel, expenses, meetings, and correspondence to preparing Board materials, presentations, briefing notes, and strategic business content.
This opportunity is ideal for an ambitious business generalist who combines the writing, research, and analytical abilities of a business analyst with the judgment, responsiveness, and attention to detail of an exceptional Executive Assistant. It offers broad exposure across the organization and potential to grow into expanded Office of the CEO or Chief of Staff responsibilities.

Key Responsibilities Include   Manage the CEO's calendar, inbox, meetings, travel, expenses, and competing priorities.
Act as a trusted gatekeeper, assessing urgency and anticipating executive needs.
Coordinate meetings and maintain organized records of decisions, correspondence, and materials.
Lead the preparation, review, and distribution of Board and committee materials.
Synthesize departmental submissions to identify key developments, risks, and matters requiring attention.
Prepare Board presentations and track decisions, commitments, and follow-up actions.
Attend priority meetings and capture decisions, action items, owners, and deadlines.
Turn discussions and incomplete inputs into clear plans, presentations, communications, and briefing materials.
Conduct and synthesize research to support executive decisions and strategic initiatives.
Coordinate information and priorities between the Office of the CEO and departments across the organization.
Track executive commitments, address missing information, and elevate execution risks.
Support time-sensitive initiatives, special projects, and temporary capacity gaps.
Protect confidential Board, executive, financial, legal, client, and personnel information.
Exercise sound judgment when prioritizing matters and sharing sensitive information.
Represent the Office of the CEO with professionalism, responsiveness, discretion, and composure.
Key

Skills and Qualifications   Five or more years of progressive experience in executive support, business operations, strategy, project coordination, corporate communications, business analysis, or a related field.
Experience supporting a CEO, senior executive office, Executive Leadership Team, or Board of Directors is strongly preferred.
Exceptional writing, editing, proofreading, and document-structuring abilities.
Strong research, information-retrieval, synthesis, and analytical skills.
Sound business judgment and the ability to distinguish between urgent, important, sensitive, and routine matters.
Advanced proficiency with Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and One Note.
Strong project coordination skills, including the ability to manage multiple priorities, contributors, deadlines, and review cycles.
Confidence interacting with senior leaders and requesting information or action from people across an organization.
A proactive, resourceful approach and the ability to work independently in a fast-paced, evolving environment.
Post-secondary education in business, communications, finance, management, or a related discipline is an asset. An equivalent combination of education and experience will be considered.
Key Elements of the Role  You bring discretion, composure, curiosity, and exceptional follow-through to your work. You are comfortable with ambiguity and shifting priorities, and you maintain accuracy and confidentiality under pressure. You approach the role with humility, sound judgment, and a genuine willingness to handle both routine administrative responsibilities and complex, highly visible assignments.

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