Executive Assistant to CEO

Position Summary Ballard is searching for an experienced, high-performing Executive Assistant to support our Chief Executive Officer (CEO). This position requires exceptional organizational and communication skills, sound judgment, discretion, and the ability to thrive in a fast-paced, dynamic, and globally connected environment. As a trusted partner to the CEO, the Executive Assistant will play a pivotal role in maximizing executive productivity and acting as a liaison across internal and external stakeholders, including Board members, executive leadership, and industry partners. The incumbent, independently performs special projects of a confidential nature which includes managing an extremely active calendar of appointments; completing expense reports; composing correspondence that are often confidential; arranging complex and detailed travel plans, itineraries, and agendas. **Responsibilities** - Provide proactive, confidential, and strategic administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence. - Organize and coordinate executive-level meetings, including global time zone alignment, agenda preparation, minute-taking, and follow-ups on action items. - Serve as a liaison between the CEO and internal/external stakeholders, ensuring timely and effective communication; demonstrating leadership to maintain credibility, trust, and support with senior management staff. - Prepare executive presentations, reports, and briefing materials with a high degree of accuracy and professionalism. - Support planning and logistics for Board of Directors meetings, earnings calls, investor relations engagements, Employee Town Halls, and corporate events. - Maintain an organized system for tracking priorities, key deliverables, and critical timelines for the CEO. - Works closely with the Executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the leaders updated. - Manage sensitive and confidential information with the utmost discretion and professionalism. - Submits expenses and invoices for processing through ERP system (Oracle) and monthly credit card reconciliation. - Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executives' ability to lead effectively. - Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. - Draft and prepare correspondence for internal announcements, meetings, and organizations that the executive is involved with. - Ability to function well in a high-paced environment; performs additional duties as assigned by Executive Team or Board of Directors. **Qualifications and Experience** - 8+ years of executive-level administrative experience, preferably supporting a CEO or C-Suite in a global and/or publicly traded company. - Exceptional organizational and time management skills with the ability to manage multiple priorities seamlessly. - Demonstrated experience in calendar management, complex travel itineraries, Board reporting - Strong written and verbal communication skills; ability to write with clarity and brevity. - High level of discretion and integrity with confidential information. - Strong proficiency with Microsoft Office Suite, Share point, calendar and video conferencing tools (Outlook, Teams, Zoom), presentation software, ERP systems (Oracle an asset) and Diligent software. - Demonstrated ability to work independently and exercise good judgment in a high-pressure environment. - Strong attention to detail and commitment to excellence. - Comfortable working across time zones and with global teams. - Bachelor’s degree preferred; equivalent professional experience will be considered. **Key Competencies** - Executive presence and gravitas - Discretion and confidentiality - Relationship building and collaboration - Strategic thinking and problem solving - Initiative and follow-through - Adaptability and resilience As a Ballard employee, we want you to feel valued and appreciated for your efforts. That’s why we offer a competitive benefits package in addition to a performance-driven compensation philosophy. From bonuses to benefits, our people work hard and we believe they should be rewarded for it. - Extended health and dental benefits, and employee assistance program - Paid time off - Retirement plan matching - Onsite fitness facility & yoga classes - Extensive learning opportunities, catalog of development course offerings - People networks and mentorship programs (to name a few) Note: The incentive programs, benefits, and perks have certain eligibility requirements. The Company reserves the right to alter thes