Executive Assistant

As an Executive Assistant, you’ll provide high‑level, proactive administrative support to four senior executives within the Industrial Development and Construction group. This role is central to the effectiveness of the leadership team, requiring the ability to manage complex schedules, coordinate competing priorities, and anticipate needs across multiple leaders in a fast‑paced and dynamic environment. This trusted partner to the executives will be highly organized, detail-oriented, and comfortable navigating changing priorities, with a strong sense of professionalism and problem‑solving mindset. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the executives and the teams they oversee.

 

Manage the day-to-day schedule of the Executive Vice President, Industrial Development and Construction, ensuring seamless coordination of meetings, appointments, deadlines, and priorities.

Serve as a trusted partner to the Executive Vice President by proactively planning, tracking, and managing business and personal commitments, relationships, and engagement strategies

Monitor, track, and maintain all critical business and personal dates, deadlines, and milestones to ensure timely action and follow‑through

Prepare the Executive Vice President for internal and external engagements —including leadership meetings, client interactions, partner/vendor discussions, events, and presentations – through briefing materials, background research, and logistics coordination

Provide comprehensive administrative support to additional executive leaders across the organization, ensuring responsive, high‑quality service delivery

Manage executive expenses, ensuring accuracy, policy compliance, and timely submission

Lead and support ad‑hoc initiatives and special projects as assigned, often involving cross‑functional collaboration and high levels of discretion

Manage the Industrial business unit’s event calendar, ensuring accurate tracking, scheduling, and alignment with business priorities

Plan and coordinate holiday gift baskets and seasonal initiatives on behalf of the Industrial team

Act as the primary organizer for the annual broker event, including vendor management, logistics, communications, and onsite coordination

Track, manage, and coordinate Industrial sponsorships, ensuring visibility, compliance, and alignment with business goals

Conduct business‑related errands and support office operations through hands‑on administrative assistance

Support miscellaneous and ad‑hoc office projects as assigned, demonstrating flexibility, initiative, and problem‑solving skills

Coordinate, track, and maintain all travel bookings for members of the Industrial executive team, ensuring alignment with meeting schedules, business priorities, and personal preferences

Prepare detailed travel itineraries, including flights, accommodations, ground transportation, meeting locations, and contingency plans.

Monitor and update travel logistics in Outlook, including real‑time adjustments, confirmations, and relevant documentation

Ensure all travel bookings comply with company policies, approval workflows, and budget guidelines.

Troubleshoot travel‑related issues proactively, including delays, cancellations, rebooking’s, and last‑minute travel needs

Support the reconciliation of travel expenses by ensuring accurate, timely submission of receipts and expense reports.

Collaborate with internal teams to ensure travel logistics are fully aligned with event planning, meeting coordination, and executive agendas

A minimum of 3 years’ experience in an office management or administrative role

Post-secondary education (preferred)

Strong interpersonal skills and the ability to contribute effectively within a team environment

Ability to work efficiently and without constant supervision

Ability to multi-task and meet multiple objectives in short time periods

Ability to identify, assess and solve problems/issues independently and proactively

Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.

Exceptional time management and organizational skills

Attention to detail

Excellent communication skills (oral and written)

Strong sense of integrity, professionalism and loyalty

Proactive, positive, and outgoing

Flexible and comfortable with ambiguity

Confidentiality and discretion on sensitive information

Experience working in a very fast-paced environment