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

Are you a master of organization with a passion for supporting Leadership and making things happen behind the scenes? We are searching for an energetic Executive Assistant to be the right hand to our CEO and VP Customer Experience. You’ll be the go-to person for managing busy calendars, coordinating important meetings and travel, and keeping the company culture vibrant and connected.

This role is perfect for someone who thrives in a fast-paced environment, loves problem-solving, and takes pride in delivering top-notch service with professionalism and a smile. If you’re tech-savvy, a great communicator, and enjoy juggling multiple priorities while staying cool under pressure, you’ll fit right in with our dynamic team!

Join us and play a key role in shaping Execulink’s success, all while having fun and making a real impact every day. Ready to bring your energy and expertise to the table? We’d love to hear from you!

Position Details

• Woodstock, ON
• Permanent, Full-Time
• Onsite
• Hours of Work:
  • Monday-Friday 8:30am-5:00pm

Responsibilities:

• Manage and maintain CEO and VP Customer Experience’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 CEO or VP Customer Experience; 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 CEO and VP Customer Experience with presentations when required.
• Plan CEO and VP Customer Experience’s travel schedules and arrange travel arrangements – flight, hotel, car reservations and prepare solid itineraries, maintain all travel schedules and details in CEO and VP Customer Experience’s calendars
• Coordinate with the Facilities Maintenance Technician as well as a variety of contractors to maintain Execulink facilities
• Check and distribute incoming correspondence
• Assist the CEO and VP Customer Experience 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
• 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
• Represent the company to the employee and customers by ensuring the best image is presented

HR Responsibilities:

• None

Qualifications:

• Post-Secondary Education with focused coursework in Executive Assistance, including diploma programs or college courses in office administration, business administration, and organizational skills
• Previous administrative experience is a key asset for this position
• Proven ability to produce quality work in a demanding, time sensitive environment

Required Skills & Abilities:

• 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 
• Be approachable with a strong focus on both internal and external customer service
• Work well under pressure, remaining calm, and maintaining a friendly and professional manner at all times
• 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 CEO and VP Customer Experience 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

• Able to take the initiative to respond to or deal with situations when appropriate

What We Offer:

• Internal growth and learning opportunities
• Challenging and rewarding place to work 
• Comprehensive health and benefits
• Competitive starting rates
• Employee discount plan on Execulink services
• RRSP matching program
• Tuition reimbursement