Executive Assistant

You deserve an awesome career! At Execulink, you'll join a team of talented individuals who feel like family and support your growth and career goals. As we rapidly grow, we continue our unwavering commitment to live and breathe our Vision, Mission and Values. While enhancing life at home, work and play, we continue to grow our team with innovative individuals who are as excited about creating an awesome experience for our customers as we are! 

About this Opportunity

We are seeking a highly organized and adaptable Executive Assistant to provide exceptional administrative support to the VP of Customer Experience and the CEO in Woodstock, Ontario. This full-time position requires a professional who can handle confidential information with discretion while managing complex schedules, travel arrangements, and meeting logistics.

The ideal candidate will thrive in a dynamic environment, demonstrating strong problem-solving skills and a commitment to customer service. Responsibilities include planning travel, coordinating meetings, preparing reports and corporate documents, and maintaining effective communication with all levels of the organization. Join us in fostering a positive corporate culture while supporting our executive leadership

Position Details

• Head Office: Woodstock, Ontario
• Permanent Full-Time position
• Hours of Work:
  • Monday-Friday 8:30am-5:00pm

Primary Responsibilities:

• Ensure that VP Customer Experience & CEO responsibilities are met and aligned, by way of maintaining calendars, coordinating meetings and travel arrangements. 
• Represent the company to the staff and clients by ensuring the best image is presented  
• Ensure the VP Customer Experience & CEO is kept aware of all the necessary daily appointments and changes and can maintain and enhance the Execulink corporate culture throughout the entire organization 
• Plan VP Customer Experience & CEO’s travel schedules and arrange travel arrangements – flight, hotel, car reservations and prepare solid itineraries, maintain all travel schedules and details in VP Customer Experience & CEO’s calendars  
• Manage and maintain VP Customer Experience & CEO’s schedules and all logistics pertaining to booking appointment, scheduling, coordinating and preparing meetings, information gathering, etc., be available to assist any needs or last minute changes  
• Plan all meetings that involve the VP Customer Experience or CEO; executive group meetings such as company-wide general meetings, Board of Director meetings, shareholder annual general meetings etc.  
• Take notes and deliverable items from meetings, as needed, and distribute meeting minutes after the meetings. Follow up with Executives and Managers for any deliverable items or project status.     
• Prepare reports, letters and any corporate documents and assist the VP Customer Experience & CEO with presentations when required.  
• Check and distribute incoming correspondence, including phone calls and faxes as required. 
• Participate as a member of the Social Committee, coordinate and plan events for employees  
• Assist the VP Customer Experience & CEO on any ad hoc deliverables as required  
• Maintain the highest level of confidentiality and professionalism when interacting with employees, management and the public at all times  
• Coordinate with the Facilities Maintenance Technician as well as a variety of contractors to maintain Execulink facilities 
• Create reporting for use by the executive and management teams  
• Prepare corporate documents and maintain the contract database  
• Support Privacy and Accessibility inquiries, documentation and reporting 
• Distribute and file correspondence and other documentation 

Required Skills & Abilities:

• Post-Secondary Education  
• Previous administrative experience is a key asset for this position  
• Previous experience supporting finance or accounting leaders would be beneficial Computer literate  
• Proven ability to produce quality work in a demanding, time sensitive environment  
• Must possess a high level of moral judgment for handling confidential organizational and commercial information 
• The EA needs to be approachable with a strong focus on both internal and external customer service 
• They must also be able to work well under pressure, remaining calm and maintaining a friendly and professional manner at all times 
• Effective organizational and time management skills in handling multiple tasks and priorities, and meeting required deadlines  
• A self-starter and team player  
• Efficient problem solving skills  
• Effective written and verbal skills to communicate with all levels of the organization  
• Highly proficient with Excel, PowerPoint, SharePoint, Microsoft Teams, and other relevant software programs as they pertains to the business   
• Maintain the highest level of confidentiality and professionalism when interacting with employee, management and the public at all times  
• Valid Class G Driver’s License and access to reliable transportation 
• Execulink requires successful candidates to complete a clear criminal background check 
• Demonstrated proficiency with composing correspondence, managing information, organizing and scheduling the VP Customer Experience & CEO as well as, management’s calendars  
• Proactive thinking, excellent planning and organizational skills  
• Strong time management skills, and abilities to prioritize deliverables and schedule accordingly  
• Able to identify key and critical items for a timely response  
• Ability to multi-task, prioritize work and work in a high paced dynamic team environment 
• Demonstrated confidence when dealing with external executives and managing external relationships. 
• Able to take the initiative to respond to or deal with situations when appropriate.