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Executive Assistant

3 weeks ago

Waterloo, Ontario, Canada Bond Global Full time

About our client:

Our client is a high growth organization in the renewable energy sector, headquartered in Waterloo, Ontario. They design and deliver large scale clean energy projects across North America. The environment is professional, collaborative and fast paced, with a strong focus on practical problem solving and continuous improvement.

About the role:

You will support a small group of senior executives and play a key role in how they plan, communicate and deliver on their priorities. This is a hands on role that combines classic Executive Assistant responsibilities with a strong focus on improving processes and ways of working.

You will be the person who keeps calendars under control, meetings on track and information flowing clearly, while also looking for better ways to organise work and reduce friction for the executives you support.

Responsibilities include:

  • Owning and managing complex calendars for multiple senior leaders, including internal and external meetings across time zones
  • Coordinating virtual and in person meetings and ensuring the right people, information and logistics are in place
  • Arranging travel itineraries, accommodation and ground transport in line with executive preferences
  • Supporting inbox and priority management where needed by flagging key items and helping to keep actions moving
  • Drafting, proofreading and formatting documents, presentations and correspondence so that everything is clear, accurate and professional
  • Turning raw inputs such as emails, notes and spreadsheets into polished presentations and meeting materials
  • Preparing agendas, compiling pre read material and tracking follow up actions from key meetings
  • Helping to design and maintain effective ways of working for the executives you support, including meeting rhythms and communication flows
  • Creating and keeping up to date simple executive reference guides that capture preferences, contacts and key information
  • Supporting the planning and delivery of leadership meetings, customer visits and internal or external events
  • Acting as a professional point of contact for internal and external stakeholders and handling sensitive information with discretion

What we are looking for:

  • Several years of experience in an Executive Assistant or senior administrative role supporting one or more senior leaders
  • A strong track record managing complex calendars, travel and competing priorities.
  • Confident use of Microsoft 365 tools, particularly Outlook, PowerPoint and Excel, and experience working in a digital, Teams based environment
  • Someone highly organised, detail focused and dependable so that leaders trust that things are under control
  • A proactive and forward thinking problem solver who anticipates needs and looks for better ways of doing things
  • A low ego and adaptable team player who is comfortable adjusting their approach as the business and priorities evolve
  • A calm and steady presence under pressure who can juggle shifting demands without losing composure or professionalism
  • A commercially aware mindset with an interest in understanding the bigger picture and how your work supports the organisation's goals

Benefits and culture:

  • 15 days of paid vacation to start
  • 3 days of paid bereavement leave
  • Parental leave top up
  • Comprehensive group health benefits plan
  • Employer RRSP match up to 7%
  • Hybrid working model
  • A collaborative, professional culture in a growing renewable energy business where practical problem solving and continuous improvement are valued