Purpose of Position
The Executive Assistant (EA) provides high-level administrative, organizational, and strategic support to the Chief Executive Officer (CEO), and may support Vice President (VP) and Director-level leaders as required. This role manages complex calendars, coordinates leadership meetings, prepares materials, supports communication with internal and external stakeholders, and handles confidential information with discretion.

The EA is proactive, highly organized, and able to anticipate needs in a fast-paced executive environment. This position will be expected to harness tech-driven efficiency by adopting and optimizing digital tools, automation software, and cooperative platforms to reduce manual work and strengthen overall team productivity. The EA also demonstrates strategic initiative by taking ownership of administrative workflows with a forward-thinking mindset, serving as a trusted strategic partner to the executive leadership team while continuously improving processes and supporting organizational effectiveness.

Specific Accountabilities

- Manage the CEO’s and VP’s calendar, including scheduling meetings, prioritizing requests, resolving conflicts, and ensuring appropriate preparation time.
- Screen, prioritize, and respond to CEO’s emails, calls, and correspondence on behalf of the CEO where appropriate.
- Coordinate senior leadership and stakeholder meetings, including agenda preparation, meeting materials, minutes or action tracking, room bookings, technology setup, and follow-up.
- Prepare, review, and format briefing notes, presentations, reports, correspondence, and other executive-level documents.
- Coordinate travel, accommodations, itineraries, registrations, and expense reporting for the CEO and VPs.




- Serve as a professional point of contact between the CEO and employees, clients, partners, vendors, government representatives, and other stakeholders.
- Maintain confidential records, files, contracts, and sensitive information in accordance with organizational policies.
- Conduct research, compile data, and summarize information to support executive decision-making, planning, and follow-up.
- Monitor deadlines, commitments, approvals, and action items to ensure timely completion across the executive office.
- Support special projects, events, process improvements, and cross-functional initiatives as assigned by the CEO.
- Identify opportunities and embrace contemporary tech-driven efficiency tools to improve administrative systems, workflow, communication, and executive efficiency.

Experience and Education

- Completion of post-secondary education in business administration, office administration, communications, public administration, or a related field; an equivalent combination of education and experience may be considered.
- Minimum 5 years of progressive administrative experience, preferably supporting a CEO, senior executive, or senior leadership team.
- Advanced proficiency with Microsoft applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related collaboration tools.
- Experience preparing executive-level correspondence, reports, presentations,



agendas, meeting packages, and other senior leadership materials.
- Experience handling confidential, sensitive, or time-critical information with sound judgment and discretion.
- Experience coordinating complex calendars, executive travel, expenses, events, and multi-stakeholder meetings.
- Experience supporting multiple senior leaders or managing competing executive priorities is an asset.

Working Conditions

- Full-time position, Monday to Friday, 37.5 hours per week.
- Standard office hours with occasional flexibility required to support executive schedules, meetings, travel, or urgent priorities.
- May require attendance at off-site meetings, events, or functions outside regular business hours.
- Position may be eligible to work from home up to two days a week following 90-day probation period.
- Requires frequent use of computer systems, video conferencing platforms, and document management tools.

Knowledge, Skills, and Abilities

- Able to manage competing demands, deadlines, and shifting priorities with accuracy and composure.
- Writes and speaks clearly, tactfully, and appropriately for executive, employee, senior leadership, and external audiences.
- Demonstrates integrity and sound judgment when handling sensitive matters.
- Proactively identifies needs, risks, and next steps without requiring detailed direction.
- Uses good judgment to resolve issues, escalate concerns, and recommend practical solutions.
- Builds trust and maintains effective working relationships across all levels of the organization.
- Produces accurate, polished, and professional work products.
- Remains flexible and effective in a fast-paced, changing environment.

📌 Executive Assistant (Canada)
🏢 Greater Victoria Harbour Authority
📍 Canada