C-Suite Executive Assistant – CEO, COO & Administration Director

C-Suite Executive Assistant – CEO, COO & Chief Administrative Officer

Wagonmaster Group | Richmond Hill, ON

$68,000–$75,000 per year | Full-Time | Monday–Friday | 100% In Office

THIS IS A C-SUITE EXECUTIVE ASSISTANT ROLE

Wagonmaster Group is looking for an experienced C-Suite Executive Assistant to provide direct, high-level support to our CEO, COO and Chief Administrative Officer.

You must have at least 5 years of recent experience directly supporting a CEO, President, COO, CFO or equivalent C-suite executive.

This is not an Office Administrator, Administrative Assistant, Receptionist, Office Manager or general administrative position.

If your experience has primarily been supporting a department manager, store manager, branch manager, sales manager or office, this position is not the right fit.

We are looking for someone who already understands the pace, discretion, judgment and level of responsibility required when working directly with company executives.

What You’ll Do

You will work closely with three members of the executive leadership team and will be responsible for:

• Managing complex executive calendars, priorities and schedules
• Coordinating executive and leadership meetings
• Preparing executive presentations, reports, meeting packages and correspondence
• Preparing agendas, recording formal meeting minutes and tracking action items to completion
• Coordinating complex domestic and international executive travel
• Managing confidential executive information, documents and corporate records
• Supporting executive projects and strategic initiatives
• Coordinating Annual General Meetings, Management Meetings and other major company events
• Acting as a professional liaison between executives, employees, customers and external contacts
• Anticipating executive needs and ensuring priorities, commitments and deadlines stay on track
• Handling sensitive information with a high level of discretion and judgment

What We’re Looking For

Required

• 5+ years of recent experience as an Executive Assistant supporting a CEO, President, COO, CFO or equivalent C-suite executive
• Recent experience supporting multiple C-suite executives simultaneously is strongly preferred
• Demonstrated experience managing complex executive calendars and competing priorities
• Experience coordinating executive travel and detailed itineraries
• Experience preparing executive presentations, reports and meeting materials
• Experience preparing agendas, taking formal meeting minutes and tracking action items
• Advanced Microsoft Outlook, Word, Excel, PowerPoint and Teams skills
• Exceptional written and verbal communication skills
• Excellent judgment and discretion when handling confidential information
• Extremely strong organization and attention to detail
• Ability to anticipate problems, take initiative and work independently without constant direction

We are specifically looking for someone who has already performed this level of executive support.

The Environment

This is a high-visibility, demanding role supporting three executives in a fast-paced organization.

In addition to day-to-day executive support, you will coordinate major corporate events including Annual General Meetings, Executive Leadership Meetings, Management Meetings and company awards events.

These events can require extended hours and a high degree of flexibility. The successful candidate must be comfortable managing multiple priorities, working under pressure and taking ownership from planning through execution.

This position is 100% in office in Richmond Hill.

Schedule:

Monday–Friday, 8:00 a.m.–4:30 p.m. Occasional travel within Canada and the United States may be required.

Compensation & Benefits

• $68,000–$75,000 annually
• Extended Health & Dental Benefits
• Vision Care
• Paid Vacation & Paid Time Off
• Company Events
• On-site Parking

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