Executive Assistant

Work Location: Onsite Position Type: Contract to Permanent (min contract length 6 months) Location: Dundas, ON Compensation Range: $31/hr - $36/hr Our client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO and executive leadership team. This role is critical to ensuring the smooth operation of executive functions, corporate governance activities, and internal coordination across the group of companies. The ideal candidate is resourceful, professional, and capable of managing a wide range of administrative, operational, and project-based responsibilities in a fast-paced environment. Key Responsibilities Executive & Administrative Support Provide high-level administrative support to the CEO and Director of Finance Prepare PowerPoint presentations for Board meetings Draft, edit, and enhance corporate communications, letters, and executive messages Manage calendars, schedules, and executive priorities Board & Corporate Governance Prepare agendas and coordinate Board of Directors meetings Organize meeting logistics, materials, and follow-ups Liaise with external legal counsel on corporate, partnering, and restructuring matters Manage annual corporate filings and regulatory requirements Travel & Logistics Coordinate international travel requirements, including employee visas Prepare invitation letters for foreign visitors and assist with customs documentation Establish and manage corporate rates with local hotels and rental car providers Arrange travel for visiting clients (including booking/coordinating hotel, flights, and car rentals) Projects, Communications & Change Management Coordinate the design, editing, and publishing of a bi-annual company newsletter Prepare organizational charts and various reports Support special projects, annual initiatives, and executive-level tasks Assist with internal communications related to organizational changes and transformation initiatives Support change management efforts by coordinating communications, tracking action items, and ensuring alignment across teams Create recognition materials, including Innovation Award certificates Office Operations & Coordination Supervise front desk administrative staff and provide backup support as needed Coordinate company events in collaboration with the Social Committee Oversee the company’s scholarship program Assist with office renovations, expansions, and facilities-related projects Manage Cafeteria operations Employee Support & Services Assist eligible employees with participation in Liburdi’s prescription safety glasses program Coordinate employee support gestures (e.g., flowers for illness or bereavement) Review and respond to donation and sponsorship requests Compliance & Documentation Request Certificates of Residence from CRA Obtain Certificates of Insurance Renew Notary Public status for the CEO Qualifications & Skills 5 – 10 years of proven experience as an Executive Assistant or in a similar senior administrative role Experience supporting senior executives and/or partners required Experience supporting partnerships, corporate restructuring, or transaction environments an asset Experience with preparing a company newsletter an asset Project coordination experience is an asset Familiarity with corporate governance, legal documentation, and due diligence processes required Exceptional organizational and time-management skills Strong written and verbal communication abilities Proficiency in Microsoft Office Suite, especially PowerPoint and Excel Proficiency in Adobe InDesign and Photoshop Ability to handle confidential information with discretion Strong attention to detail and problem-solving skills The indicated pay range is a good‑faith estimate based on required qualifications, experience, training, and other factors permitted by law. It reflects the pay band established by the client company. Actual offers may vary depending on skills, experience, geographic location, and expected work quality. Most candidates start in the lower half of the range. Pay history is not considered where prohibited by law. This information serves as a general guideline for compensation discussions.

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