Executive Administrator

The Executive Administrator plays a pivotal role in providing high-level administrative, organizational, and coordination support to the President & CEO and the broader executive team. This position ensures smooth day-to-day operations of the executive office by managing communications, meetings, documentation, and logistics with a high degree of professionalism, discretion, and attention to detail. The role requires exceptional organization, judgment, and the ability to manage multiple priorities in a fast-paced, confidential environment.

Your Contribution:

1. Executive & Administrative Support

• Prepare, proofread, and edit correspondence, reports, presentations, and external communications.

• Handle confidential information with professionalism and discretion.

• Attend meetings, record and distribute minutes, and track action items to completion.

• Serve as the main point of contact between the executive office and internal/external stakeholders.

1. Board & Committee Coordination

• Act as the primary liaison between the Company and its Board of Directors.

• Schedule and coordinate quarterly board and committee meetings, including logistics and materials.

• Draft, compile, and distribute meeting packages, minutes, and resolutions.

• Coordinate board member travel, accommodation, and expense processing.

• Uphold the strictest confidentiality on all governance and corporate matters.

1. Legal Administrative Support

• Assist with the organization, preparation, and maintenance of corporate legal documents, including contracts, resolutions, and minute books.

• Prepare draft agreements, standard templates, and correspondence under the direction of external or in-house counsel.

• Coordinate corporate filings, registrations, and document submissions to ensure compliance with applicable laws and securities regulations.

• Liaise with external legal counsel, auditors, and regulatory agencies to support corporate legal matters.

• Manage document tracking, execution, and storage systems for legal and governance records.

• Facilitate shareholder communications and maintain accurate records of correspondence.

• Ensure all activities are performed in a support capacity and do not include the provision or interpretation of legal advice.

1. Office Support & Coordination

• Assist internal communication initiatives and ensure smooth information flow across departments.

• Support daily operations of the corporate office to ensure a professional and efficient environment.

1. Financial & Budget Administration

• Support corporate budget planning and monitoring activities.

• Coordinate payments, invoices, and other administrative financial tasks as required.

1. Event Planning & Corporate Engagement

• Plan and coordinate internal and external meetings and conferences.

• Manage logistics, catering, presentation setup, and post-event follow-up.

• Represent executive interests while fostering a collaborative and inclusive workplace culture.

Qualifications:

• Diploma or certificate in Business Administration, Legal Administration, or a related field.

• Minimum 5+ years of experience providing senior administrative support to executives, boards, or legal functions.

• Experience supporting corporate governance, regulatory filings, or public company compliance considered an asset.

• Demonstrated understanding of corporate legal processes and document management best practices.

• Strong administrative and organizational skills with exceptional attention to detail.

• Excellent written and verbal communication abilities.

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).

• Ability to manage multiple priorities in a fast-paced, confidential environment.

• High degree of professionalism, integrity, and discretion in handling sensitive information.

Skills, Knowledge, and Abilities

• Office Setting: This position is primarily based in a professional corporate office environment, requiring regular in-person presence to support executive operations, meetings, and confidential documentation handling.

• Confidential and Fast-Paced: The role involves working on sensitive legal and corporate matters within a dynamic and fast-paced environment that requires discretion, accuracy, and sound judgment.

• Collaboration: Regular interaction with executive leadership, board members, internal departments, and external stakeholders, including legal counsel and regulatory bodies.

• Technology Use: Frequent use of standard office equipment (computer, phone, copier/scanner) and digital collaboration tools such as Microsoft Office 365, Teams, and virtual meeting platforms.

• Professionalism: Expected to maintain a high level of professionalism, integrity, and confidentiality at all times while representing the company's values and executive office.

Why Join ZYUS?

• Comprehensive health and dental benefits
• Retirement savings options
• Access to on-site gym

Please submit your resume to We appreciate all applicants for their interest; however, only those selected for the next stage will be contacted.