Executive Assistant

2 days ago

Canada Lock Search Group Full time

Executive Assistant (English/French Bilingual Required) - South West Ontario Region

Our client, a dynamic global organization that is committed to developing and delivering innovative solutions, is seeking an Executive Assistant that will work closely and support their Executive team. This role will be pivotal in ensuring smooth operations and effective communication in both English and French amongst the Executive team. You will be responsible for managing the administrative functions, preparing materials for meetings, and handling sensitive and confidential information. This is a dynamic and fast-paced role that requires a proactive and highly organized individual who can anticipate the needs of the Executive team.

PLEASE NOTE: This is an in-office role (5 days/week) in a head office located in South West Ontario. The ideal candidate will live in either London, Kitchener-Waterloo, Guelph, West Mississauga, Burlington, Milton, Hamilton, Fergus, Cambridge, Orangeville, Brantford, etc.

Key Responsibilities:

Executive Meeting Support:

  • Coordinate scheduling, logistics, and preparation for meetings, including ensuring all materials are distributed in advance.
  • Ensure translation services and materials are in place (English/French).
  • Attend meetings to take minutes and track action items.
  • Prepare and maintain records of meeting minutes, resolutions, and related documentation.
  • Ensure per diems and expenses are tracked and submitted for reimbursement.

Document Management:

  • Organize and maintain files, ensuring they are up-to-date, accessible, and compliant with organizational policies.
  • Manage the distribution of key documents, including agendas, reports, and presentations.

Executive Reports & Presentations:

  • Collect, prepare, format and organize all presentation materials from executives and ensure all documents are translated.
  • Organize translation services for meetings.

Calendar and Travel Management:

  • Coordinate and manage Executive calendars, including scheduling meetings, travel arrangements, and other appointments.
  • Handle travel logistics and ensure seamless arrangements for executive team.

Confidentiality and Discretion:

  • Handle sensitive and confidential information with the utmost discretion.
  • Act as a trusted point of contact for Executive regarding confidential matters.

Executive Onboarding:

  • Maintain the Executive onboarding program.

Qualifications:

  • Bilingual Language skills in French and English is required and mandatory.
  • Proven experience as an Executive Assistant or in a similar administrative role, preferably supporting senior leadership.
  • Strong written and verbal communication skills, with the ability to interact professionally with Executive and other key stakeholders.
  • Exceptional organizational skills and the ability to prioritize tasks.
  • Experience with meeting preparation, agenda creation, and minute-taking.
  • High level of professionalism, attention to detail, and discretion when handling confidential information.
  • Proficiency in office software.
  • Strong problem-solving skills and the ability to manage multiple tasks and projects simultaneously.

Education and Experience:

  • Bachelor's degree in Business Administration, Communications, or a related field (preferred).
  • At least 3-5 years of experience in an executive support role, ideally with experience in a corporate setting.

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