Executive Assistant

Location: Oakville, ON Fully on-site 
Language: English – strong written and spoken communication required
Duration: 6-month contract with potential for extension

About the Opportunity

We are partnering with a global organization in the industrial/engineering sector to find an experienced Executive & Program Support Specialist. This role supports a senior leader overseeing a large regional team and plays a critical part in keeping operations, communication, and projects running smoothly.

You will work closely with an executive and a team of managers, supporting both strategic priorities and day-to-day coordination. This is an opportunity to step into a high-visibility role where your organization, initiative, and ability to manage multiple priorities will have a direct impact on team effectiveness.

What’s in it for You

You will join a collaborative, experienced administrative team that values strong partnerships and shared success.

You will gain exposure to a large, global organization while supporting senior leadership and cross-functional initiatives.

You will have the opportunity to take ownership of projects, contribute ideas, and grow within a team that encourages initiative and continuous improvement.

Your Responsibilities

• You will manage complex calendars and coordinate approximately 40+ monthly meetings across multiple stakeholders
• You will support a senior executive and a team of managers, ensuring alignment across schedules, priorities, and communications
• You will coordinate onboarding for new hires, supporting a growing team with frequent new additions
• You will plan and execute events, including conferences and team gatherings, managing logistics, vendors, travel, and materials
• You will manage expense reporting and procurement processes using internal systems
• You will support project-based work, including tracking deliverables, organizing information, and driving execution of key initiatives
• You will collaborate with other administrative professionals to support broader team needs and shared responsibilities
• You will source and coordinate materials (e.g., event items, supplies), including budget tracking and vendor coordination

Skills and Qualifications

• You will have 5–8 years of experience in executive support, project coordination, or operations support roles
• You will have experience supporting senior leaders and multiple stakeholders in a fast-paced environment
• You will have strong organizational skills and the ability to manage competing priorities with confidence
• You will have experience coordinating projects or events and executing tasks end-to-end
• You will have proficiency in Microsoft Office and experience with systems such as expense or procurement tools (e.g., Concur or similar)
• You will have a proactive mindset, with the ability to suggest improvements and take ownership of work
• You will be confident, collaborative, and comfortable working within a team-oriented environment

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.