Executive Assistant

Position Overview:

At Supply-Build Canada, we thrive when our people thrive. We're currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Due to the dynamic nature of the executive environment, this role requires a high degree of flexibility and consistency, along with strict adherence to confidentiality in all high-level systems, communications, and operational matters.

Objectives of this role

• Support the President primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support the leadership team and coordinate internal and external resources to expedite workflows. This includes managing ClickUP and KPI tracker.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

• Manage professional and personal scheduling for President, including agendas, mail, email, phone calls, member/stakeholder management, and other company logistics
• Anticipate needs, solve problems proactively, and remove friction from the executive's day.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to leadership team
• Manage the leadership team's travel logistics and activities, including accommodations, transportation, and meals
• Provide administrative and office support, and maintenance of filing system and contacts database
• Support HR admin tasks such as scheduling interviews and onboarding
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site
• Coordinate all meetings of the Board and committees which may include arranging board accommodations and meals.
• Coordinate the Annual General Meeting (AGM), ensuring all aspects of the AGM logistics have been coordinated. This includes but is not limited to distribution of appropriate notices, staffing to facilitate the AGM, minutes recording, venue booking, etc.
• Coordinate all aspects of special membership meetings as required.
• Handle special projects as assigned.
• Represent the executive team professionally at all times.

Required skills and qualifications

• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and system
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Highly trustworthy with ability to maintain confidentiality of information related to the company and its employees

There is some travel required for board meetings and Annual Showcase week which takes place every January. To help maintain a collaborative and positive culture, we are work in office environment.

Benefits include:

• Generous vacation time
• Summer Friday's in July & August
• Health and dental benefits
• Matched group RRSP program
• Staff activities
• Free parking

To apply for this position please send your resume
including cover letter and salary expectations

to Liz Kovach