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Executive Assistant to CEO

2 hours ago

Kingston, Ontario, Canada Agence Charlie Full time

Charlie Agency has been retained to recruit an Executive Assistant for a well-established local manufacturing company. Known for its stable environment, strong technical expertise, and highly collaborative culture, this employer values people, quality, and long-term operational excellence.

The Executive Assistant provides direct support to the President and COO by managing daily activities and coordinating priorities. The role also supports administrative functions across Sales, Operations, and Human Resources. Strong organization, clear communication, and confidentiality are essential.

RESPONSIBILITIES

Executive Support

  • Manage the President's and COO's calendars.
  • Screen external calls and manage communication flow.
  • Coordinate meetings, travel arrangements, and daily priorities.
  • Prepare documentation: reports, presentations, minutes, memos.
  • Welcome visitors and coordinate meeting refreshments.

Administration & Documentation

  • Maintain physical and digital filing systems.
  • Take dictation, record minutes, and perform accurate data entry.
  • Handle and safeguard confidential information.
  • Administer petty cash and support HR/payroll document distribution.
  • Manage the phone system: maintenance, troubleshooting, vendor coordination.

Sales, Operations & HR Support

  • Enter customer orders and manage sales files.
  • Organize HR policies and maintain soft files.
  • Provide cross-functional administrative support as needed.
  • Train and support other administrative staff.

KEY COMPETENCIES

  • Advanced Excel proficiency (pivot tables, V-lookups, advanced formulas).
  • Strong command of MS Office (Word, Excel, Outlook).
  • Excellent organizational and filing skills.
  • Clear, professional written and verbal communication.
  • Discretion, judgment, and attention to detail.
  • Ability to manage multiple priorities simultaneously.

PROFILE

  • College diploma or business administration certificate.
  • 5–10 years of administrative experience.
  • Autonomous, detail-oriented, and professional.
  • Comfortable interacting at all organizational levels.

Join a strong, people-focused organization where your expertise truly matters and your impact is felt every single day.

Job Types: Full-time, Permanent

Benefits:

  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • RRSP match

Work Location: In person