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Executive Assistant to CEO

2 weeks ago

Thunder Bay, Canada Thunder Bay Hydraulics Full time

**Job Title: Executive Assistant to the CEO**

**Location**: Thunder Bay, Ontario
**Reports to**: CEO
**Company**: Thunder Bay Hydraulics and Atlas Elite Auto Lifts

**About Us**:With over 55 years of hydraulic manufacturing and remanufacturing experience, Thunder Bay Hydraulics (TBH) is Northwestern Ontario’s largest hydraulics and heavy-lifting solution company. Under new ownership, TBH is planning for growth across Northern Ontario. Our commitment to quality, curiosity and the endless pursuit of the ‘unfair advantage’ has not only shaped our strategic direction but has yielded industry-first, high-tech results, such as the world’s fastest luxury car lifts. Our products and services benefit from our legacy experience, in-house engineering, manufacturing and cylinder technologies. Technology is our differentiator, allowing us to elevate transparency and quality control throughout the cylinder remanufacturing process. This enables us to deliver superior quality and value, fostering greater customer trust and consistently outperforming OEM standards.

We are seeking a highly organized, proactive, experienced and professional Executive Assistant to support our CEO and help ensure smooth daily operations.

**Job Summary**:As the Executive Assistant to the CEO, you will play a pivotal role in supporting the company's executive leadership. This position requires exceptional organizational, communication, and multitasking skills. You will manage the CEO’s schedule, coordinate high-level meetings, handle confidential information, and be a critical point of contact for both internal and external stakeholders. This position requires a dynamic individual who enjoys a variety of task-based responsibilities yet can thrive within a people-focused, freethinking environment. In a fast-paced environment, where new situations arise requiring quick decisions and immediate action, the Executive Assistant to the CEO provides leadership beyond the job description to tackle the unexpected. This individual will know how to think on their feet, diffuse difficult situations, and, most importantly, make people feel valued. Your ability to anticipate needs and provide seamless support will contribute to the efficiency and success of the CEO and, by extension, the company.

**Key Responsibilities**:
**Administrative Support**
- Manage and prioritize the CEO’s complex and dynamic calendar, including scheduling meetings, conferences, and travel arrangements.
- Coordinate and prepare meeting documents, including agendas, reports, presentations and other meeting materials.
- Draft, proofread, and edit various documents, presentations, and reports for internal and external use.
- Manage travel logistics, including flight and hotel bookings, ground transportation, and itinerary planning.
- Act as a liaison between the CEO and other executives, managers, employees, and external stakeholders, ensuring clear and efficient communication.
- Handle confidential and sensitive information with a high level of discretion and professionalism.
- Track and follow up on action items discussed in meetings and ensure timely completion of tasks.
- As required, provide administrative support to other key leaders at Thunder Bay Hydraulics and Atlas Elite Auto Lifts.

**Project Coordination**:

- Assist in the planning and executing of projects, including liaising with internal and external stakeholders.
- Assist in special projects, presentations, and other executive-level tasks as needed.
- Track project timelines, deliverables, and budgets to ensure projects remain on schedule and within scope.

**Client Services**:

- Serve as the primary point of contact for the CEO.
- Filter client inquiries and handle them independently when appropriate. When required, escalate matters to the appropriate team member or CEO.
- Schedule client meetings.
- Build rapport with and establish strong professional relationships with clients.
- Track client details and preferences and maintain records of important dates (like contract renewals) and key client issues.

**Communication Liaison**:

- Act as the primary point of contact for internal teams and external partners, fostering strong relationships.
- Draft correspondence, memos, and other communications on behalf of the President.
- Assist in managing and responding to business-related social media communication.

**Meeting Management**:

- Prepare agendas, take meeting minutes, and follow up on action items.
- Organize and coordinate meetings, conferences, and special events for both Thunder Bay Hydraulics and Atlas Elite Auto Lifts.

**Research and Analysis**:

- Conduct research and gather data to support strategic decision-making.
- Prepare reports and presentations based on findings.

**Financial Administration**:

- Assist with budget tracking and expense reporting, ensuring accurate records.
- Coordinate with accounting for invoices and payments.

**Confidentiality and Discretion**:

- Handle sensitive