Executive Assistant, Office of the President

About the opportunity
Our client, an established manufacturer of material handling equipment, is seeking an Executive Assistant to support the President. Reporting to the Director, Office of the President, you will help run the day-to-day operation of the executive office and make sure the President is well prepared for meetings, travel, and key business engagements. The role also provides coordination support to the Sales organization, including dealer training, tradeshows, events, and sales programs.

The ideal candidate is highly organized, proactive, resourceful, and adaptable, with exceptional attention to detail and the ability to anticipate needs. Regular exposure to confidential business, employee, and organizational information means professionalism, judgment, and discretion are essential.

Responsibilities

Executive support

• Provide comprehensive executive and administrative support to the President and the Director, Office of the President


• Manage the President’s complex calendar, including internal and external meetings, competing priorities, and scheduling changes


• Protect the President’s time by flagging conflicts, escalating matters as needed, and identifying ways to streamline commitments


• Coordinate domestic and international travel, including itineraries, accommodations, and logistics


• Prepare and process executive expenses, approvals, and administrative documentation


• Review upcoming commitments to ensure the President and Director are prepared for meetings, events, and travel

Office coordination and leadership meetings

• Coordinate with the Senior Management Group EA and Office Manager on executive priorities, schedules, and administrative support


• Coordinate executive and leadership meetings, planning sessions, business reviews, and off-sites, including agendas, logistics, and materials


• Prepare meeting packages, presentations, and briefing materials


• Attend meetings as required to record decisions and action items, then track follow-up to completion


• Maintain priority, commitment, and action trackers and provide timely updates to the Director


• Identify ways to improve administrative processes and workflows

Communications and stakeholder coordination

• Draft, edit, and format executive correspondence, presentations, corporate announcements, and other communications


• Gather input from departments for executive presentations, communications, and reports


• Serve as a professional point of contact for employees, executives, customers, dealers, and partners


• Support executive customer, dealer, partner, and industry engagements, including preparation and logistics

Projects and organizational support

• Support the Director with cross-functional projects and executive initiatives, coordinating timelines, documentation, and deliverables


• Compile information, conduct research, and prepare summaries


• Assist with confidential documentation, including job descriptions, compensation information, and performance materials

Sales and event coordination

• Provide administrative and coordination support to the Sales team and Sales leadership


• Coordinate dealer training sessions, including invitations, registration, attendee communications, travel, meals, schedules, and meeting space


• Work with Sales and the events team on tradeshows, dealer and customer events, industry conferences, and company events, including registration, booth logistics, materials, and shipments

Confidentiality

• Handle sensitive business, financial, employee, and organizational information with the highest discretion and integrity


• Maintain organized, secure executive records and escalate sensitive or high-priority matters appropriately


• Follow all workplace health and safety policies and training requirements

Required qualifications

• 5+ years of progressive administrative or executive support experience, including supporting senior executives in a fast-paced environment


• Clear, professional English verbal and written communication