Executive Assistant

Executive AssistantAt Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?Why Join Us?Innovative Environment: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcomeProfessional Growth: Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunitiesCareer Development: In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our successEmployee-Centric Culture: We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to workWork-Life Balance: We understand life gets busy, and we support you in balancing your professional and personal lifeLegacy of Excellence: Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking visionIf these sound like the right reasons to join a company, we’d love to hear from youKey Responsibilities:Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travelHandle confidential information with utmost discretion and professionalismPrepare and coordinate materials for meetings, presentations, and reportsAct as the primary liaison between executives and internal/external stakeholdersAssist with personal tasks and errands for executives as neededManage all correspondence, including emails, phone calls, and mailConduct research to support executive decision-makingOrganize and maintain both physical and digital files and recordsPlan and execute company events, meetings, and conferencesPerform other administrative duties to support the smooth operation of the executive officeDetailed Responsibilities:Proactive Management: Take ownership of tasks and assignments, ensuring successful completion with effective communicationEfficient Workflow: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneouslySchedule Coordination: Manage the Director’s schedule, prioritize appointments, and proactively resolve conflictsProfessional Representation: Be an ambassador for CFA, ensuring all interactions reflect positively on the companyEvent Planning: Organize functions and special events, including conferences, seminars, and corporate eventsPresentation Preparation: Assist with the creation of business presentations and electronic materialsResearch: Perform detailed internet searches and research relevant subjects and documentsAdministrative Support: Provide general information, refer inquiries, and file correspondence and reportsMail and Deliveries: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projectsEmployee Support: Organize employee reviews, participate in recruitment, and coordinate onboardingClient Interaction: Support client meetings for business development and follow up on project mattersDocument Review: Assist with the review and preparation of client agreements, ensuring accuracy and complianceOffice Management: Maintain an orderly office environment and oversee custodial servicesHealth and Safety: Participate in the Joint Health and Safety CommitteeQualifications:Previous experience in a senior administrative positionExperience in professional services is a plusAdvanced skills in Microsoft Word, Excel, PowerPoint, and OutlookExceptional attention to detail and organizational skillsProven ability to prioritize tasks effectivelyExcellent interpersonal, written, and verbal communication skillsAbility to exercise good judgment, initiative, and proactivityHigh standards of ethics and confidentialityProficiency with social media platformsHow to Apply: Ready to join us? Apply below or email your cover letter and CV to careers@chisholmfleming.com.Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr