Executive Assistant

The Executive Assistant role will be focused on providing administrative and office support in a fast-paced environment. Directly supporting 3+ senior leaders at Heavy, this role will provide dynamic administrative support to help streamline tasks and establish processes. The successful candidate will be proactive, solution-oriented, highly organized, detail-oriented, and capable of managing a wide range of responsibilities. You will need to be willing to roll-up your sleeves to flag issues and proactively research and implement solutions.

This position offers a dynamic blend of responsibilities, with roughly 80% focused on high-level executive support and 20% dedicated to office management and ensuring smooth day-to-day operations.

Core Responsibilities:

Leadership & Team Administrative Support:

Email & Calendar Support:

Perform comprehensive executive support including:

• Gatekeeping & communication to team/clients on behalf of executives
• Calendar management: optimizing schedules to work around conflicts

Meeting Support:

• Schedule meetings, prepare agendas, presentations, and briefing materials.
• Record meeting minutes, track action items, and ensure timely follow-up for accountability.

Leadership Expense Management:

• Organize expense reconciliation and ensure timely, accurate submission and reporting of expenses, aligned with the appropriate budget.
• Coordinate with the finance and accounting team as needed.

Travel Coordination:

• Plan, coordinate, and manage all aspects of travel for executives, including flights, ground transportation, and accommodations.
• Coordinate travel and accommodations for contractors supporting site operations, ensuring their arrangements are comfortable and well-organized.
• Prepare and reconcile travel-related expense reports, maintaining accurate records and ensuring alignment with budgets.

Event Planning & Coordination:

• Liaise with marketing and finance teams to plan and execute company events (quarterly team-building sessions and Christmas party).
• Coordinate all event logistics, vendors, and internal volunteers to ensure seamless, successful events that engage the team.

Office & Executives Point of Contact:

• Act as a key point of contact between the President and other departments, clients, and stakeholders.
• Serve as a liaison for corporate support services including HR, safety, legal, and accounting, as well as all IT technology needs, troubleshooting and contacting IT as needed.

Task Tracking:

• Track and follow up on action items, invitations, correspondence and documents for signature, bringing them up to the leadership team's attention with appropriate urgency.

Supporting Leadership Initiatives:

• Working collaboratively with executive team to move initiatives forward that form part of short-term/long-term strategic plans and annual operating plan objectives.

General Team and Office Support:

• Provide general administrative support to the team as needed.
• Assist with ad-hoc projects to maintain smooth office operations.

Office Management

Office Organization & Cleanliness:

• Create systems and policies for office organization & cleanliness
• Liaise with office cleaning service providers
• Ensure that staff breakroom cleanliness standards are followed by all
• Confirm all unoccupied desks are cleaned with supplies stored appropriately
• Establish the IT storage cupboard organization and inventory record, etc.

Monitoring Office Supplies:

• Tracking and ordering office supplies, optimizing pricing and quality of supplies.

Establishing Policies and Systems:

• Establish and maintain administrative policies and procedures. Identifying areas of improvement for office processes/organization, taking initiative to develop solutions.

Qualifications/Required Knowledge & Skills:

• Completed High School Diploma, Post-Secondary education is considered an asset
• 5-7 years' experience in an administrative and/or office manager role
• Exceptional organizational skills and the ability to manage multiple tasks simultaneously
• Highly tech-savvy – able to implement new software, find new/better ways of doing things. Must be proficient in Microsoft Office Suite
• Excellent communication and interpersonal skills
• High level of discretion and the ability to handle sensitive information
• Creative problem-solving and decision-making abilities
• Adept at using calendar and scheduling software

Key Success Factors

• Positive attitude and ability to roll with changing priorities in a fast-paced environment
• Creative problem-solving ability to handle complex tasks
• Building trust with rest of executive team and Heavy staff
• Emotional intelligence to read situations and anticipate needs over time
• Ability to jump into tasks with minimal guidance after initial training period
• Good judgement to assess priorities, manage time effectively, and determining when to involve decision-makers in solving problems

Compensation

• A competitive compensation package will be provided including an attractive base salary and excellent benefits. Further details will be discussed in a personal interview.

Our Values

We Start With Trust

A solid foundation is built on integrity. To us, our word matters just as much as our work. From our first handshake to the last detail, we pride ourselves on transparency, honesty, and being people you can count on.

We Run On Grit

We make things happen and take ownership of our work every step of the way. From the core idea to design and fabrication — we overcome challenges with discipline, focus, and the perseverance it takes to bring the extraordinary to life.

We Stand Together

No project rests on one person's shoulders. We're a united front, fueled by imagination, innovation, and comradery. We forgo our egos and face challenges as one. Each success is a win for our entire team.

We Boldly Go

We are intentionally creative, seeing possibilities at every turn — a chance to transform the daunting into the unexpected, the mundane into the extraordinary, the contentious into the captivating. We give bold ideas a place to thrive.