Executive Assistant, Office of the President
The Executive Assistant, Office of the President provides high-level executive and administrative support to the President and Director, Office of the President, while also providing coordination support to the Sales organization.
Reporting directly to the Director, Office of the President, this role works closely with the Director to support the effective day-to-day operation of the Office of the President and ensure the President is well prepared for meetings, travel, business commitments and key engagements.
The position is responsible for managing the President’s complex and dynamic calendar, coordinating meetings and travel, preparing executive communications and materials; supports leadership meetings, tracking action items and commitments, and coordinating special projects and initiatives. This role also provides support with Company event, and coordinates key Sales activities, including dealer training, tradeshows, events and sales programs.
The successful candidate is highly organized, proactive, resourceful and adaptable, with exceptional attention to detail and the ability to anticipate needs and manage competing priorities. This position requires a high degree of professionalism, judgment and discretion due to regular exposure to confidential business, employee and organizational information.
Key Responsibilities
Executive Support
- Provide comprehensive executive and administrative support to the President and Director, Office of the President.
- Manage the President's complex and dynamic calendar, including internal and external meetings, competing priorities and scheduling conflicts and changes.
- Manage meeting requests and executive activities in accordance with established priorities, proactively identifying matters requiring escalation.
- Protect the President's time by identifying scheduling conflicts, competing priorities and opportunities to streamline commitments.
- Coordinate domestic and international travel, including itineraries, accommodations, transportation and related logistics.
- Prepare and process executive expenses, approvals and administrative documentation.
- Proactively review upcoming commitments and ensure the President and Director are prepared for meetings, events, travel and other commitments.
- Coordinate executive correspondence and documentation with a high degree of accuracy, professionalism, and discretion.
Office of the President Coordination
- Work closely with the Director, Office of the President to support the effective day-to-day operation of the Office.
- Liaise closely with the Senior Management Group EA & Office Manager to coordinate executive priorities, schedules, meetings, information and administrative support, ensuring effective communication and continuity across the executive office.
- Maintain executive priority, commitment and action trackers and provide timely updates to the Director, Office of the President.
- Track decisions, action items and follow-up arising from executive meetings and discussions and coordinate with stakeholders to support timely completion.
- Support special projects and cross-functional initiatives led by the Director, Office of the President.
- Identify opportunities to improve administrative processes and workflows within the Office of the President.
Executive & Leadership Meetings
- Coordinate executive and leadership meetings, including scheduling, agendas, logistics, presentations and supporting materials.
- Work with the Director and leadership team to collect and organize required information and materials in advance of meetings.
- Prepare meeting packages, presentations, briefing materials and other executive documentation.
- Attend meetings as required to document key decisions, action items and follow-up requirements.
- Maintain accurate records of decisions and commitments and coordinate required follow-up.
- Coordinate leadership planning sessions, business reviews, off-sites and other executive meetings.
Executive Communications & Stakeholder Coordination
- Draft, edit, format and coordinate executive correspondence, presentations, corporate announcements and other communications.
- Assist with company-wide and leadership communications and ensure materials are accurate, professional and consistent.
- Coordinate information and input from departments for executive presentations, communications and reports.
- Serve as a professional point of contact for employees, executives, customers, dealers, partners and other stakeholders interacting with the Office of the President.
- Liaise with internal and external stakeholders to coordinate meetings, obtain information and facilitate timely follow-up.
- Support executive customer, dealer, partner and industry engagements, including preparation, materials and logistics.
Projects & Organizational Support
- Support the Director, Office of the President with cross-functional projects, executive initiatives and organizational priorities.
- Coordinate project timelines, meetings, documentation, deliverables and follow-up with internal stakeholders.
- Compile information, conduct research and prepare summaries and supporting materials as required.
- Assist with confidential organizational documentation, including job descriptions, compensation information, performance documentation and other sensitive materials.
- Maintain project documentation and trackers to support effective communication, accountability and follow-through.
Sales & Event Coordination Support
- Provide administrative and coordination support to the Sales team in partnership with Sales leadership and the Director, Office of the President.
- Coordinate Blue Giant University dealer training sessions, including invitations, registration, attendee communications, accommodations, transportation, meals, training schedules, meeting space and materials.
- Serve as a primary point of coordination for Blue Giant University attendees, ensuring dealers and participants receive timely information and support before and throughout each session.
- Work closely with Sales and the Company Events Team to coordinate tradeshows, dealer events, customer events, industry conferences, and Blue Giant company events.
- Assist with event registration, travel and accommodations, schedules, booth logistics, materials, shipments and internal communications.
- Assist Sales leadership with presentations, communications, documentation and other administrative requirements.
Confidentiality & Discretion
- Handle confidential and sensitive business, financial, employee and organizational information with the highest degree of discretion and integrity.
- Exercise sound judgment when managing requests, communications and information involving the President and Office of the President.
- Maintain organized and secure executive records, correspondence and documentation.
- Escalate sensitive, unusual or high-priority matters to the Director, Office of the President as appropriate.
Required Qualifications
- Minimum 5+ years of progressive administrative or executive support experience, including experience supporting senior executives.
- Demonstrated ability to support senior executives in a fast-paced, dynamic business environment.
- Previous experience supporting a Sales or commercial organization is preferred.
- Ability to collaborate effectively with other Executive Assistants and administrative professionals to coordinate shared priorities, coverage and executive requirements.
- Experience coordinating corporate events, tradeshows, training programs or customer/dealer events, including travel and event logistics, is strongly preferred.
- Exceptional organizational and time-management skills with the ability to manage multiple priorities, deadlines and competing demands.
- Strong judgment, professionalism and discretion when handling sensitive and confidential information.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to work effectively with executives, employees, customers, dealers and external stakeholders.
- Demonstrated initiative and ability to anticipate needs, identify issues and follow matters through to completion.
- Strong project coordination, follow-up and problem-solving skills.
- Exceptional attention to detail and commitment to accuracy.
- Ability to remain composed, flexible and solutions-oriented as priorities and business needs change.
- Demonstrated ability to balance executive-level responsibilities with broader departmental support.
- Advanced proficiency in Microsoft Outlook, Word, PowerPoint and Excel, with the ability to quickly learn additional productivity and collaboration tools.
- Experience preparing executive presentations, communications, reports and meeting materials.
Health and Safety Responsibilities:
- Work in compliance with the provisions of the OHSA, regulations and internal policies and procedures.
- Using or wearing the equipment, PPE that Blue Giant requires.
- Reporting to his or her supervisor any contravention of the OHSA, regulations, or Blue Giant policies and procedures.
- Reporting any observed hazards to the supervisor.
- Reporting any risks or potential risks of violence or harassment encountered in the workplace immediately to supervisor.
- Not removing or making ineffective any protective device without providing an adequate temporary substitute. When the work is completed, the original protective device must be replaced immediately.
- Not using or operating any equipment, machine, device or thing or otherwise working in a manner that may endanger anyone.
- Knowing, understanding and implementing safe work practices and procedures.
- Attend all required Health and Safety training programs (ex: WHMIS, orientation), and applying knowledge to daily operating procedures at Blue Giant.
Salary: 70-80k
Please note: Candidates must be legally authorized to work in Canada. This position requires full-time, on-site attendance five (5) days per week if selected.
