Executive Assistant

Job Purpose

The Executive Assistant is responsible for supporting the President and COO by providing a high level of administrative support, office management coordination, and Board support.  This involves preparing reports and presentations, handling information requests, and performing clerical functions such as arranging and scheduling meetings; coordinating Board meeting materials and logistics; maintaining organized, secure records; and acting as a friendly, responsive point of contact to help keep priorities moving.

Duties and Responsibilities                                        

Maintain President’s and COO’s records and document management system(s), ensuring appropriate organization, version control, retention, and confidentiality.

Organize the President’s and COO’s schedules and monitor, respond to and distribute incoming communications/emails.

Develop relationships with travel service providers and complete all arrangements for the Board, President and COO.

Responsible for managing the corporate donation process.

Assist with routine communication - preparation, editing, etc. (ad-hoc items outside of incoming emails).

Prepare and edit presentations and other documents for various meetings.

Arrange and coordinate meeting times and various events including the salaried staff meeting presentation.

Record and transcribe minutes of meetings (SLT meeting, AGM etc.); track action items and follow up on deliverables as required.

Coordinate end-to-end Board meetings, including the annual calendar, agendas, logistics, and scheduling.

Handle sensitive and confidential information with discretion; maintain secure filing and controlled access for executive and Board materials.

Prepare expense reports and reconciling of invoices and credit cards.

Prepare and coordinate share-related information and documentation, including support for share sales and the annual review process, as requested.

Work with President on any required Trademark administration.

Coordinate Canada Pork Submissions for President with VP Administrative Assistant.

Assist with ESG reporting and other related customer requirements.

Lead various initiatives and interact with external parties as required.

Meet regularly with President and COO and update them regarding issues/opportunities.

Work on professional and personal development areas as identified.

Responsible to create and recommend policy and processes within area of responsibility ie travel policy and donation policy.

Facilitate ensuring office décor is appropriate and liaising with facilities or housekeeping to address issues; coordinate day-to-day office operations, including vendor/service providers and office supply needs, as required.

Coordinate with the Executive Administrative Assistant in duties and responsibilities that require backup as required.

Personal Development

Attend company required training

Remain current with technical knowledge in areas of responsibility

Remain current on learning methodologies and best in class processes

Attend regular 1:1 coaching/update sessions

Qualifications

3–5 years of experience as an Executive Assistant to senior level management.

Post-secondary education in business-related field (or equivalent practical experience).

Strong computer skills with in-depth knowledge of Microsoft Office suite.

Strong organizational and planning skills.

Strong level of professionalism balanced with an approachable, down-to-earth style.

Excellent verbal and written communication skills.

Proactive mindset with strong sense of initiative.

Attention to detail and accuracy.

Demonstrated discretion and sound judgment when handling confidential executive and Board information.

Practical, service-oriented mindset with the ability to handle day-to-day office operations, troubleshoot issues, and adapt in a fast-moving environment.

Comfortable communicating with a wide range of personalities (internal and external) in a clear, friendly, and professional manner.

Key Competencies

Service Excellence

Maintains genuine relationships with customers over time, and stays on top of changing business needs

Displays personal ownership and a sense of urgency over any issues or complaints that arise from the customer experience 

Maintains an outstanding customer experience despite time pressures or obstacles

Accountability and Initiative

Consistently delivers on personal targets

Commits to producing the very best output, while maintaining safety and quality

Takes initiative and demonstrates a “do whatever it takes” work ethic to get the work done

Communicating With Clarity

Verifies the meaning of messages sent by others and confirms any next steps required

Communicates in a manner that is straightforward and easy to understand 

Answers questions in a professional manner