Executive Administrative Assistant

The Executive Administrative Assistant will provide proactive, professional, and detail oriented administrative support to several Vice Presidents across the North America and the UK. The ideal candidate is highly organized, thrives in a collaborative, fast-paced environment, and brings passion for renewable energy and sustainability. The role will be instrumental in ensuring seamless coordination across global teams, maintaining operational efficiency, and enabling our leaders to focus on strategic priorities.

Duties & Responsibilities

• Provide high-level administrative support to multiple VP's, managing complex calendars, travel arrangements, and expense reporting
• Schedule and coordinate internal and external meetings across multiple time zones
• Prepare meeting materials, presentations, agendas, and follow-up documentation
• Serve as primary point of contact between executives and internal/external stakeholders
• Draft, edit and manage professional correspondence, reports, meeting summaries, and executive communications
• Coordinate cross-regional team meetings, virtual events, and strategic planning sessions
• Ensure timely flow of information between executives and their teams
• Anticipate executive needs and proactively resolve scheduling or logistical challenges
• Assist with project tracking, status updates, and coordination across departments
• Support special initiatives and process improvements as assigned
• Maintain and organize key documentation, shared drives, and confidential records
• Partner with HR, IT, and Operations to support onboarding, team events, and other administrative functions
• Perform other job-related duties as assigned

Education/Licenses/Certifications

• Bachelor's degree preferred

Knowledge & Experience

• Five (5) or more years of experience supporting senior leaders, preferably in a fast-paced or global environment
• Experience supporting executives in a small, growing organization across multiple time zones
• Experience in juggling multiple travel arrangements
• Familiarity with tools such as Slack, Zoom, Expensify

Skills & Abilities

• Excellent organizational, communication, and interpersonal skills
• Strong proficiency with Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word)
• Ability to understand and communicate written and spoken English
• Proven ability to manage multiple priorities with discretion and professionalism
• Maintain confidentiality and composure under pressure
• Ability to work independently while maintaining close alignment with global leadership
• Work seamlessly across departments
• Thrives in a changing environment and adjust priorities effectively
• Take initiative, self-manage time and productivity through multitasking
• Thinks independently and creatively to problem solve
• Ability to be a team-player for overall company success

Supervisory Responsibilities

• No supervisory responsibilities

Work Environment

Hybrid, with some travel required.

Location: London, Ontario

Physical Requirements

The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of the job.

• Prolonged period of sitting at a desk and working on a computer.

Generate Upcycle is an equal opportunity employer and does not discriminate against otherwise qualified applicants based on actual or perceived race, color, creed, religion, ancestry, citizenship status, age, sex, marital status, sexual orientation, gender identity, national origin, disability or handicap, veteran status, or any other characteristic protected by applicable federal, provincial, or local laws.

We kindly ask recruitment agencies and third-party recruiters do not contact us in relation to this or any job posting. We do not accept unsolicited resumes or candidate profiles from agencies.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

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

Ability to commute/relocate:

• London, ON N6N 1E4: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (preferred)

Experience:

• executive admin: 5 years (required)
• Microsoft Office: 3 years (required)

Work Location: Hybrid remote in London, ON N6N 1E4