Executive Assistant - 6 Month Contract

• Deliver a wide range of confidential administrative services to a senior leader and their team with professionalism and efficiency
• Manage complex scheduling, including coordinating meetings, preparing agendas, recording minutes, and tracking action items
• Organize and support meetings, events, and offsites such as team town halls and leadership sessions
• Prepare reports, presentations, communications, and documents of a sensitive nature by gathering and analyzing required information
• Recommend and implement process improvements to enhance efficiency and effectiveness
• Oversee incoming and outgoing communications, including email, calls, and internal correspondence
• Prioritize the leader’s workload to ensure critical business matters receive timely attention
• Build strong working relationships with internal and external stakeholders
• Support and execute special projects by establishing objectives, managing timelines, and monitoring progress
• Maintain and administer confidential files and presentations with accuracy and discretion
• Manage budgets, expenses, and invoices, including monitoring and reporting
• Coordinate domestic and international travel arrangements, including itineraries and accommodations
• Plan logistics for meetings and events, including venues, catering, technology, materials, and communications
• Perform general office duties such as document preparation, editing, printing, catering orders, mail distribution, and guest reception
• Contribute to a positive, collaborative, and inclusive team environment

• 2+ years of experience providing administrative support to senior leaders or large teams
• Post-secondary education (college or university) preferred
• Proficiency with MS Office Suite and collaboration tools such as Teams and SharePoint
• Strong organizational and time management skills, with the ability to manage multiple priorities in a fast-paced setting
• Exceptional interpersonal, verbal, and written communication skills
• Ability to work independently, exercise sound judgment, and handle ambiguity
• Strong attention to detail when preparing business documents and communications
• Proven ability to maintain confidentiality and exercise discretion
• Professionalism and customer service orientation when working with stakeholders at all levels
• Resourcefulness, adaptability, and resiliency in response to changing priorities
• Experience mentoring or supervising other administrative staff is an asset
• Flexibility to work occasional extended hours when needed

Vaco