Executive Assistant

Job Details

LocationWindsor, ON, Canada
Job TypeContract Full-Time
Degree RequiredPost Diploma

Job Description

On behalf of our civil infrastructure and operation client, we are currently recruiting for an Executive Assistant. This position is responsible to facilitate all administrative tasks for the Communications and Stakeholder Relations department, working collaboratively with the teams and reporting to the Vice President Communications and Stakeholder Relations. This role requires a strong team player who can manage competing priorities, has strong attention to detail and can adhere to the high-quality standards, conducts themselves with tact and diplomacy and upholds a strict level of confidentiality

  • Maintain an overall awareness of the business activities and the needs falling within the portfolio as well as the potential needs of others involved in meetings/activities with VP, managing the VP’s schedule accordingly
  • Maintains organized filing systems of paper and electronic documents
  • Prepare and provide timely information regarding schedule, travel, purchase orders/requisitions, support materials, documents for approval and signature, etc.
  • Scheduling meetings with Stakeholders, Senior Management team, staff, or others as required for the entirety of the department
  • Maintaining weekly tracker of all departmental activities, soliciting, and combining input from the team, providing to the VP for approval and distributing both to the department and SLT/CEO
  • Attend and take meeting minutes with internal staff, project partners, and external stakeholders. Preparing final notes, action items and records of decisions and maintains tracker of action items
  • Managing the development of agendas, supporting documents and logistics for meetings, including circulating minutes to Subject Matter Experts/meeting chairs for review and approval and advance distribution on appropriate timelines to meeting attendees
  • Using templates, draft incoming and outgoing correspondence to both external requestors and internal staff. Distributing mass emails on behalf of the VP and manages responses
  • Demonstrate continuous effort to improve processes and to take the necessary proactive steps to manage the VP’s schedule, activities and action items to ensure efficient and effective communication and timely completion of work within the framework provided by the VP, Communications and Stakeholder Relations
  • Provide support to Reception and other executive assistants, as needed, by answering incoming calls, working with visitors, handling incoming and outgoing mail/ deliveries


  • Diploma in Office Administration – Executive is an asset
  • Or post-secondary education with 3 years’ experience in a similar role
  • 3+ years’ experience providing administrative support to Senior Management
  • Intermediate to advanced MS Office skills
  • Webex, Skype and other similar programs an asset
  • Excellent prioritization skills with the ability to prioritize own time and work flow of others
  • Ability to work independently and collaboratively with a team
  • Demonstrated ability to effectively and professionally communicate orally and in writing ensuring tact and diplomacy
  • Ability to multi-task and handle a variety of responsibilities while maintaining strong attention to detail
  • A thorough understanding for the nature of the executive office and the importance of confidentiality, discretion and sound judgement
  • Ability to obtain a Government of Canada Personnel Screening/ Security Clearance
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