Executive Assistant

1 week ago

Vaughan, Ontario, Canada Cheme Full time

About Cheme:

This is an opportunity to join a thriving process engineering firm serving a wide range of industries from pharmaceutical and biologics to science and technology, nuclear, and food and beverage.

Cheme is a team of dedicated professionals that are passionate about what we do and how we do it. Cheme is a place where you will be challenged, supported, and given the freedom and ownership to thrive. We attract the best because we continually invest in our people through career planning, training and development, and mentorship. At Cheme we know that our business is successful when our clients succeed, and our clients succeed when our people reach their potential.

Job Description:

The Executive Assistant provides high-level administrative support to Senior Leadership, ensuring efficient use of their time and smooth execution of organizational priorities. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and projects in a fast-paced environment. The Executive Assistant serves as a trusted partner to senior leaders, facilitating productive internal and external interactions while maintaining strict confidentiality.

Main Roles and Responsibilities will include:

Executive Support

  • Manage and prioritize calendars for the Managing Director and Senior Leadership Team, resolving scheduling conflicts and ensuring leaders are prepared for meetings with all necessary materials.
  • Coordinate and organize meetings, interviews, and events, including logistics, travel arrangements, itineraries, and supporting documentation.
  • Prepare and edit correspondence, presentations, reports, and other documents, often of a highly confidential nature.
  • Track and follow up on action items from meetings to ensure timely completion.
  • Serve as a liaison between senior leaders and internal/external stakeholders, fostering positive and professional relationships.
  • Maintain confidentiality and exercise sound judgment in handling sensitive information.

Travel & Event Coordination

  • Arrange complex domestic and international travel, including flights, accommodations, transportation, and itineraries.
  • Support planning and execution of leadership meetings, conferences, and company events.

Administrative Excellence

  • Develop and maintain efficient administrative processes to support leadership operations.
  • Monitor and manage expense reports, invoices, and credit card reconciliations for senior leaders.
  • Assist with special projects and initiatives as assigned.

Qualifications

  • 4–6 years of experience as an Executive Assistant or in a similar high-level administrative role supporting senior leadership.
  • Proven ability to manage multiple priorities in a fast-paced environment.
  • Strong organizational and time management skills with attention to detail.
  • Excellent written and verbal communication skills.
  • High level of professionalism, integrity, and discretion.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Experience coordinating complex travel and high-profile meetings.
  • Ability to build strong relationships across all levels of the organization.

This role may require regular travel to the Milton Office.

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