Overview
Executive Assistant Jobs in Ancaster, Canada at Ocean Capital Holdings Limited
Responsibilities
- Manage the executive’s calendar by prioritizing requests, adjusting meetings, and coordinating schedules with the Administration team.
- Serve as the primary point of contact between the executive and internal/external stakeholders to ensure clear and timely communication.
- Manage and prioritize the executive’s correspondence, communications, and schedule with discretion and efficiency.
- Coordinate complex scheduling, travel logistics, itineraries, and confidential communications.
- Prepare high-quality reports, presentations, briefing notes, agendas, and minutes using business software.
- Develop and refine presentation content to ensure clarity, accuracy, and alignment with executive messaging.
- Maintain document workflows, version control, and department‑specific materials to ensure accuracy and accessibility.
- Support project management by tracking timelines, deliverables, and communicating updates to relevant stakeholders.
- Assist with planning and coordination of Board meetings, strategic off‑sites, and high‑profile corporate events.
- Collaborate with cross‑functional teams to support project initiatives and ensure alignment with executive priorities.
- Coordinate and procure supplies, materials, and equipment for executive and departmental needs.
- Track and manage expenses to ensure accurate and timely reporting.
- Exercise sound judgment in prioritizing tasks, resolving issues, and making decisions within the scope of the role.
- Arrange executive travel in accordance with company policy and prepare detailed itineraries.
- Provide backup support to the Administrative Executive Team during absences to ensure continuity of operations.
Required education, experience, Knowledge, Skills, and Abilities:
- Bachelor’s degree in business, finance, communications, or a related discipline.
- 7–10 years providing high-level support to executives or boards within complex, fast‑paced organizations.
- Proficiency with MS Office tools and Adobe Acrobat.
- Strong background in document management, version control, and workflow coordination.
- Strong ability to create, edit, and format professional presentations and reports.
- Ability to assess and align work priorities with the strategic goals of the executive leader.
- Strategic mindset with an understanding of business priorities and corporate governance.
- Strong verbal and written communication skills, with the ability to interact effectively at all organizational levels.
- Proven ability to multitask, prioritize, and manage time effectively in a fast‑paced environment.
- Demonstrates unwavering discretion and sound judgment when handling sensitive information.
- Protects privacy, maintains trust, and ensures all communications and documents are managed with appropriate confidentiality.
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Title: Executive Assistant
Company: Ocean Capital Holdings Limited
Location: Ancaster, Canada
Category: