Executive Administrative Assistant

ZYUS. Advancing the science of well-being.

**Role Overview**

The Executive Administrative Assistant plays a pivotal role in providing high-level administrative, organizational, and coordination support to the President & CEO and the broader executive team. This position ensures smooth day-to-day operations of the executive office by managing communications, meetings, documentation, and logistics with a high degree of professionalism, discretion, and attention to detail. The role requires exceptional organization, judgment, and the ability to manage multiple priorities in a fast-paced, confidential environment.

**Your Contribution**

• Executive & Administrative Support
• Prepare, proofread, and edit correspondence, reports, presentations, and external communications.
• Handle confidential information with professionalism and discretion.
• Attend meetings, record and distribute minutes, and track action items to completion.
• Serve as the main point of contact between the executive office and internal/external stakeholders.

• Board & Committee Coordination
• Act as the primary liaison between the Company and its Board of Directors.
• Schedule and coordinate quarterly board and committee meetings, including logistics and materials.
• Draft, compile, and distribute meeting packages, minutes, and resolutions.
• Coordinate board member travel, accommodation, and expense processing.
• Uphold the strictest confidentiality on all governance and corporate matters.

• Legal Administrative Support
• Assist with the organization, preparation, and maintenance of corporate legal documents, including contracts, resolutions, and minute books.
• Prepare draft agreements, standard templates, and correspondence under the direction of external or in-house counsel.
• Coordinate corporate filings, registrations, and document submissions to ensure compliance with applicable laws and securities regulations.
• Liaise with external legal counsel, auditors, and regulatory agencies to support corporate legal matters.
• Manage document tracking, execution, and storage systems for legal and governance records.
• Facilitate shareholder communications and maintain accurate records of correspondence.
• Ensure all activities are performed in a support capacity and do not include the provision or interpretation of legal advice.

• Office Support & Coordination
• Assist internal communication initiatives and ensure smooth information flow across departments.
• Support daily operations of the corporate office to ensure a professional and efficient environment.

• Financial & Budget Administration
• Support corporate budget planning and monitoring activities.
• Coordinate payments, invoices, and other administrative financial tasks as required.

• Event Planning & Corporate Engagement
• Plan and coordinate internal and external meetings and conferences.
• Manage logistics, catering, presentation setup, and post-event follow-up.
• Represent executive interests while fostering a collaborative and inclusive workplace culture.

Qualifications

• Diploma or certificate in Business Administration, Legal Administration, or a related field.
• Minimum 5+ years of experience providing senior administrative support to executives, boards, or legal functions.
• Experience supporting corporate governance, regulatory filings, or public company compliance considered an asset.
• Demonstrated understanding of corporate legal processes and document management best practices.
• Strong administrative and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage multiple priorities in a fast-paced, confidential environment.
• High degree of professionalism, integrity, and discretion in handling sensitive information.

Skills, Knowledge, and Abilities

• Office Setting: This position is primarily based in a professional corporate office environment, requiring regular in-person presence to support executive operations, meetings, and confidential documentation handling.
• Confidential and Fast-Paced: The role involves working on sensitive legal and corporate matters within a dynamic and fast-paced environment that requires discretion, accuracy, and sound judgment.
• Collaboration: Regular interaction with executive leadership, board members, internal departments, and external stakeholders, including legal counsel and regulatory bodies.
• Technology Use: Frequent use of standard office equipment (computer, phone, copier/scanner) and digital collaboration tools such as Microsoft Office 365, Teams, and virtual meeting platforms.
• Professionalism: Expected to maintain a high level of professionalism, integrity, and confidentiality at all times while representing the company’s values and executive office.

**Why Join ZYUS?**

• Comprehensive health and dental benefits
• Retirement savings options
• Access to