Executive Assistant

Wright Quality Services ("WQS") is recruiting an Executive Assistant to support our C-Suite This is your chance to join a dynamic team, thrive in a people-first culture, and contribute to a season of excellence and innovation. **Position Summary**: The Executive Assistant (EA) provides high-level administrative support to the CEO and executive team, ensuring efficient operations and seamless communication across leadership functions. This role involves managing schedules, coordinating meetings, handling confidential information, and assisting with strategic projects. The EA serves as a key liaison between executives, employees, and external stakeholders while upholding professionalism and discretion. **Key Responsibilities**: Executive Support - Provide direct administrative and operational support to the CEO and C-Suite executives. - Act as a primary point of contact for executive leadership, managing internal and external communications. - Ensure executives are prepared for meetings by compiling relevant documents and briefing materials. - Draft correspondence, reports, and presentations as needed. - Support the reconciliation of executive credits, submitting purchase orders for approval, when required. - Occasional personal support to CEO (e.g., personal scheduling, reservations) may be included. Calendar & Meeting Coordination - Manage complex schedules, ensuring optimal time management for executive priorities. - Schedule and coordinate leadership meetings, board meetings, and key stakeholder engagements. - Prepare agendas, take detailed meeting minutes, and track action items for follow-up. Event & Travel Management - Plan and execute internal and external corporate events and team-building activities. - Arrange business travel, including flights, accommodations, transportation, and detailed itineraries. - Support leadership in organizing team engagement initiatives, such as executive retreats or leadership development programs. Project & Office Administration - Support special projects and strategic initiatives by coordinating tasks and tracking deadlines. - Assist with office operations and procurement of supplies, where applicable. - Maintain and organize confidential records, contracts, and executive documentation. Technology & Systems Management - Executive Dashboard Management - Assist in maintaining executive dashboards, tracking KPIs, and compiling performance reports. Meeting & Investor Relations Support - Meeting Coordination - Assist in preparing board reports, managing meeting logistics, and maintaining governance documentation. - Investor & Stakeholder Correspondence - Support CEO in managing investor communications and preparing presentations. Confidentiality & Discretion - Handle sensitive company information with the highest level of confidentiality. - Ensure compliance with internal policies and procedures related to executive operations. **Qualifications & Skills**: - Minimum 5 years of experience as an Executive Assistant, preferably supporting C-Suite executives. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Teams), and document management systems (SharePoint). - Ability to adapt to changing priorities, manage time-sensitive situations, and respond effectively to unforeseen challenges. - Strong ability to draft professional correspondence and presentations. - Familiarity with scheduling tools and project management software. - Highly organized, detail-oriented, and proactive. - Strong problem-solving skills and ability to anticipate executive needs. - Ability to work under pressure, prioritize tasks, and meet deadlines. - Exceptional communication and interpersonal skills. **Expectations & Performance Metrics**: - Efficiency & Organization: Effectively manages executive schedules and minimizes scheduling conflicts. - Communication & Professionalism: Ensures timely and accurate communication between executives and stakeholders. - Event & Travel Coordination: Successfully plans and executes executive meetings, events, and travel. - Confidentiality & Discretion: Maintains the highest level of professionalism in handling sensitive information. - Project & Administrative Support: Supports leadership initiatives by tracking key deliverables and ensuring timely completion. Who We Are WQS Group of Companies is a Certified Aboriginal Business (CAB) that provides Non-Destructive Testing & Inspection Services, Rope Access Solutions and Industrial Trade Services to a variety of industries across Western Canada. Our ability to provide dynamic solutions and best in class customer service while promoting a People First approach is at the core of everything we do.