Executive Assistant

Executive Assistant Reporting Relationship:

Chief Operating Officer (COO) and works closely with the Chief Financial Officer (CFO).

We are seeking a highly organized, proactive, and professional Executive Assistant to join Birchwood's executive team. This role serves as a trusted partner to the Chief Operating Officer (COO), providing executive support while leading the coordination and administration of two key corporate functions:
Insurance Management and Corporate Sponsorship Programs. In addition to supporting executive priorities, this position plays an important role in ensuring the successful administration of Birchwood's corporate insurance portfolio, sponsorship commitments, business planning activities, and strategic initiatives. Working closely with leaders across the organization and external partners, the successful candidate will help coordinate information, maintain critical business processes, support cross-functional projects, and contribute to the achievement of organizational objectives.

This is an ideal opportunity for a highly organized professional who enjoys a mix of executive support, project coordination, stakeholder engagement, and corporate program administration.

Monday - Friday, 8:00 - 5:00 / 9:00-6:00

• Provide executive-level administrative support to the COO and CFO, including meeting coordination, correspondence, scheduling, and executive priorities
• Prepare presentations, reports, briefing materials, meeting agendas, and executive communications
• Coordinate leadership meetings, including agenda preparation, minute-taking, and follow-up on action items
• Act as a liaison between executive leadership, internal departments, business units, ownership groups, and external stakeholders
• Maintain confidentiality when handling corporate, financial, operational, and strategic information
• Support the preparation of materials for executive, leadership, and ownership meetings
• Assist with research assignments, special projects, and strategic initiatives
• Coordinate the annual corporate insurance renewal process, including communication with brokers, insurers, and internal stakeholders
• Maintain corporate insurance records, schedules, documentation, and renewal timelines
• Support insurance administration activities, risk management initiatives, and related reporting
• Coordinate approved corporate sponsorship commitments, including agreements, communications, reporting, and key deliverables
• Support quarterly business reviews, annual operating plans, forecasting processes, and strategic planning activities
• Coordinate information gathering and reporting across multiple business units and corporate departments
• Assist in the preparation of executive presentations, dashboards, reports, and management review materials
• Provide administrative support for capital projects, facility initiatives, and equipment-related programs
• Assist with Capital Expenditure (CAPEX) reporting processes, tracking approvals, project timelines, and documentation
• Maintain organized records related to facilities, maintenance programs, service agreements, warranties, and equipment
• Support cross-functional projects and corporate initiatives involving multiple departments and stakeholders
• Provide additional support during key business cycles, including annual planning, forecasting, reporting deadlines, and major organizational projects

• Postsecondary education in Business Administration, Office Administration, Commerce, or a related field
• Minimum five years of experience providing executive administrative support in a complex business environment
• Experience supporting senior leaders, preferably at the executive or C-suite level
• Experience in a multi-location organization, automotive retail group, or similarly complex operational environment is considered an asset
• Experience supporting executive reporting, business planning, strategic initiatives, or project coordination is preferred
• Exceptional organizational and time-management skills with a strong attention to detail
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
• Strong written and verbal communication skills
• Ability to manage multiple competing priorities in a fast-paced environment
• Demonstrated professionalism, sound judgment, discretion, and confidentiality
• Strong relationship-building skills and the ability to work effectively with stakeholders at all levels of the organization
• Self-motivated with the…