Executive Assistant

Our client SteriMax, a growing Canadian pharmaceutical company, is looking for an Executive Assistant / Receptionist to join their team in Oakville, Ontario.

JOB PURPOSE:

The Executive Assistant provides high-level administrative, operational, and logistical support to the Executive Leadership Team (ELT). This role also oversees front-of-office coordination and serves as a central point of contact for executive travel, meetings, events, and confidential matters.

The EA role is highly trusted and requires sound judgment, discretion, adaptability, and strong relationship management. The EA regularly liaises with internal stakeholders, external partners, vendors, and service providers, and plays a critical role in ensuring executive efficiency and a professional office environment.

KEY RESPONSIBILITIES

Executive & CEO Support

• Provide dedicated executive-level support to the ELT.
• Act as a trusted liaison between executives, employees, and external contacts, ensuring clear and timely communication.
• Proactively manage executive calendars, meetings, priorities, and follow-ups.
• Anticipate executive needs and adjust priorities in real time as circumstances change.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Meetings, Communications & Documentation

• Plan, coordinate, and schedule internal and external meetings, including ELT meetings, offsites, and large staff gatherings.
• Draft, edit, and distribute executive communications and tailored messaging as requested.
• Prepare presentations and supporting documentation as requested.
• Maintain organized electronic and physical filing systems for executive and corporate records.

Travel & Event Coordination

• Coordinate and manage all executive and ELT travel, including domestic and international itineraries.
• Work with approved travel agencies to book international flights and ensure compliance with company travel policies.
• Manage hotel bookings, conference accommodations, deposits, and payment schedules.
• Ensure appropriate approvals are obtained for class of travel and pricing.
• Coordinate executive participation in conferences, trade shows, offsites, and strategic planning sessions.
• Act as the primary contact for hotel partners, conference organizers, and event vendors.

Financial & Administrative Support

• Prepare and submit expense reports for the ELT and self, ensuring accuracy and timely processing.
• Create purchase orders for corporate, legal, and departmental invoices.
• Coordinate invoice payments and work closely with Finance and Accounts Payable.
• Manage corporate accounts and platforms related to executive support (e.g., ticketing, office supplies, subscriptions).
• Track outstanding travel credits and cancelled tickets to ensure appropriate reuse.

Office & Reception Responsibilities

• Serve as the first point of contact at reception:
• Greet visitors and guests.
• Manage sign-in/out procedures and visitor badges.
• Manage incoming and outgoing mail, including confidential correspondence and cheques.
• Coordinate corporate gifting for employees, executives, and business partners.
• Maintain executive office spaces and ensure readiness for meetings and visitors.

Facilities, Supplies & Internal Coordination

• Coordinate with Facilities and Operations regarding office needs, repairs, and setup for events.
• Manage office supplies, snacks, and administrative inventory.
• Heavily support internal committees (e.g., Social Committee) and assist with company events and celebrations.

Ticketing, Engagement & Special Programs

• Manage corporate ticketing programs (e.g., Raptors, TFC), including availability tracking, transfers, and communications.
• Coordinate ticket usage for clients, employee recognition, raffles, and nominations.
• Support employee engagement initiatives and special recognition programs in coordination with leadership.

Other Duties

• Support quarterly meetings and company-wide events.
• Assist with recognition initiatives and executive-hosted employee engagements.
• Perform other administrative and executive support duties as assigned.

QUALIFICATIONS

Education & Experience

• University degree or college diploma preferred.
• Minimum 5 years of experience in executive assistance, office administration, or a similar role supporting senior leaders.
• Demonstrated experience working directly with executives in a fast-paced environment.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Exceptional discretion and experience handling confidential and sensitive information.

Core Competencies

• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and Microsoft Teams.
• Ability to manage multiple high-priority tasks simultaneously.
• Proactive, solution-oriented mindset with strong judgment.
• Positive, professional, and adaptable approach to work.
• Strong interpersonal skills with the ability to work effectively across all levels of the organization and with external partners.

Key Attributes for Success

• Trusted partner to executive leadership.
• Calm and effective under pressure.
• Anticipates needs rather than reacts.
• Comfortable operating with autonomy and ambiguity.
• Maintains professionalism, confidentiality, and discretion at all times.