Executive Assistant At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?
Why Join Us?
Innovative Environment: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
Professional Growth: Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
Career Development: In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our success
Employee-Centric Culture: We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to work
Work-Life Balance: We understand life gets busy, and we support you in balancing your professional and personal life
Legacy of Excellence: Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking vision
If these sound like the right reasons to join a company, we’d love to hear from you!
Key Responsibilities:
Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel
Handle confidential information with utmost discretion and professionalism
Prepare and coordinate materials for meetings, presentations, and reports
Act as the primary liaison between executives and internal/external stakeholders
Assist with personal tasks and errands for executives as needed
Manage all correspondence, including emails, phone calls, and mail
Conduct research to support executive decision-making
Organize and maintain both physical and digital files and records
Plan and execute company events, meetings, and conferences
Perform other administrative duties to support the smooth operation of the executive office
Detailed Responsibilities:
Proactive Management: Take ownership of tasks and assignments,



ensuring successful completion with effective communication
Efficient Workflow: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously
Schedule Coordination: Manage the Director’s schedule, prioritize appointments, and proactively resolve conflicts
Professional Representation: Be an ambassador for CFA, ensuring all interactions reflect positively on the company
Event Planning: Organize functions and special events, including conferences, seminars, and corporate events
Presentation Preparation: Assist with the creation of business presentations and electronic materials
Research: Perform detailed internet searches and research relevant subjects and documents
Administrative Support: Provide general information, refer inquiries, and file correspondence and reports
Mail and Deliveries: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects
Employee Support: Organize employee reviews, participate in recruitment, and coordinate onboarding
Client Interaction: Support client meetings for business development and follow up on project matters
Document Review: Assist with the review and preparation of client agreements, ensuring accuracy and compliance
Office Management: Maintain an orderly office environment and oversee custodial services
Health and Safety: Participate in the Joint Health and Safety Committee
Qualifications:
Previous experience in a senior administrative position
Experience in qualified services is a plus
Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
Exceptional attention to detail and organizational skills
Proven ability to prioritize tasks effectively
Excellent interpersonal, written, and verbal communication skills
Ability to exercise good judgment, initiative, and proactivity
High standards of ethics and confidentiality
Proficiency with social media platforms
Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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📌 Executive Assistant (Ontario)
🏢 Chisholmfleming
📍 Ontario