Executive Assistant

Are you the kind of person who’s always three steps ahead, thrives on bringing clarity to chaos, and finds joy in keeping people, priorities, and plans perfectly aligned?

GHY is seeking a dynamic Executive Assistant to support our CEO and senior leadership team. This is more than just calendar management - it’s a high-trust, high-impact role at the heart of the business. You’ll anticipate needs, manage schedules and communications, coordinate key meetings and projects, and use technology (including AI) to drive efficiency and results.

About GHY

GHY is an international customs broker and trade services group, designed to assist importers and exporters to buy and sell in world markets. Founded in 1901, GHY is one of Canada’s oldest brokerage companies and has international offices in Toronto, Emerson, Winnipeg, Calgary, Vancouver, North Dakota, Washington, and South Carolina. GHY’s structure is designed around providing sustainable corporate growth, strong client service, and opportunity to GHY associates. One of the most predominant aspects of our company culture is CARE. It is ingrained in all we do; relationships matter to us.

Why Join GHY?

At GHY, we prioritize your success and well-being:

- We CARE: flexibility, paid volunteer days, social committee, cultural surveys
- Fair Compensation: With scheduled salary assessments, salary scales, RRSP/DPSP program, Bonuses.
- Excellent Benefits: Subsidized health, dental, short and long term disability, AD&D, HSA, EAP and critical illness.
- Professional Development– Employee development, external training, leadership development, career planning & advancement.

About the Role

Position Overview

The Executive Assistant is a key partner to the Co-CEO, providing high-level administrative support to ensure their time is focused on strategic priorities. Acting as a trusted liaison, this role manages complex calendars, oversees communications, and supports the coordination of leadership meetings and key initiatives. The Executive Assistant also prepares professional documentation, reports, and ensures seamless execution of day-to-day responsibilities.

This role requires a proactive, highly organized problem-solver with exceptional communication skills and attention to detail. The ideal candidate is adaptable, thrives in a fast-paced environment, and brings a high level of professionalism, confidentiality, and sound judgment to every interaction.

Key Responsibilities

- Communication Management

- Serve as a key point of contact between the CEO and internal/external stakeholders, ensuring clear communication. Solve problems and handle unexpected situations with grace, tact and minimal disruption.

- Coordinate and draft high-quality correspondence, emails, and other communications on behalf of leadership.

- Proactively manage complex calendars, schedule internal and external meetings, and ensure alignment of priorities.

- Manage Leadership Meetings

- Plan and organize leadership team meetings, including agenda development, distribution of materials, logistical arrangements, and follow-up on action items.

- Attend meetings to record accurate minutes, follow-up items, and progress towards objectives.

- Executive Support & Event Coordination

- Arrange all aspects of travel, including flights, accommodation, ground transportation, and detailed itineraries to ensure smooth and efficient trips.

- Assist the CEO with high-priority projects by tracking progress, coordinating with stakeholders, and ensuring deadlines and deliverables are met.

- Provide administrative support for key projects and events, ensuring deadlines, deliverables, and stakeholder communications are well-managed.

- Operational Efficiency & Event Coordination

- Use AI-powered tools and digital platforms (e.g., Microsoft 365, Slack, Zoom, Asana, etc.) to improve workflows and automate routine tasks.

- Identify and implement process improvements to enhance productivity and streamline administrative functions for the CEO.

- Compile, analyze, and synthesize data for executive reports, presentations, and dashboards to support informed decision-making.

- Confidentiality & Professionalism

- Handle sensitive information with the utmost discretion, maintaining confidentiality and trust at all times.

- Represent the executive team with professionalism in all internal and external interactions.

Working Conditions

- This role reports directly to the Chief Executive Officer and works in close partnership with senior leaders across the organization.
- Occasional extended hours may be necessary to meet critical deadlines or respond to urgent priorities.

About You

Qualifications

- Administrative Assistant or Business Administration Certificate/Diploma, or an equivalent combination of education and experience.
- Preference will be given to Certified Administrative Professional (CAP) or a similar certification with a focus on administration, project management or business communications.

Experience

- Minimum of 5 years of experience as an Executive Assistant, preferably supporting C-level executives.
- Experience working in the transportation, logistics or customs industry would be an asset.

Skills

- Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Uses AI assistance such as Co-Pilot, Chat GPT, and other AI productivity tools
- Exceptional organizational and time management skills.
- Skilled in drafting professional, distribution-ready communications and providing high-quality editing support to ensure clarity, consistency, and tone alignment in written materials.
- Strong interpersonal skills leading to effective working relationships with staff, individuals, stakeholders, and interest groups.
- Proven ability to handle sensitive and confidential information.
- A proactive, resourceful, and detail-oriented approach to problem-solving.
- Familiarity with project management tools and software is an asset.

GHY is an equal opportunity employer, we are committed to providing an inclusive, accessible environment, and collaborating with applicants, employees, clients and guests to identify and effectively remove barriers, in a manner that respects the principles of independence, dignity, integration, reasonable accommodation and equal opportunity. We welcome and encourage applications from all persons. Individuals applying for employment with GHY may request accommodations at all stages of recruitment and employment from our Human Resources team. All employment is decided on the basis of qualifications, merit and business need.

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