Executive Assistant

Kinectrics is a wholly owned subsidiary of BWX Technologies focused on providing life cycle management services in the energy and utility sector. We develop innovative solutions for the global electricity and medical industries, helping empower a sustainable future. Trusted by clients worldwide, our employees provide expertise in engineering, testing, and inspection across a wide range of services. With offices worldwide and independent laboratories and testing facilities, we collaborate closely with clients to ensure utility assets perform safely, reliably, and efficiently throughout their entire life cycle.

Kinectrics takes pride in being consistently ranked as one of the best places to work in the energy and utility industry, where purpose and people mean as much as innovation and growth. That’s why we choose only the best and brightest to join us. To keep pace with the expanding energy and utility sector, Kinectrics has grown from a company of 300 to over 1,000 in only the last few years - and we aren’t looking to slow down. Join our diverse, supportive workplace for a rewarding career in the electricity industry.

Visit our website to learn more: www.kinectrics.com

The Opportunity

Position: Executive Assistant

Employment Type: Permanent

Employment Level: Senior

Location: 800 Kipling Avenue, Toronto, ON)

Department: CEO Department

Reports to: President, Kinectrics Inc

Hours per week: 40

Number Required: 1

Salary: $85,000 - $110,000 K annual. Exact compensation may vary depending on the individual experience and qualifications of each candidate. Applicants with greater or less than the minimum qualifications for this posted opportunity may be considered for alternate opportunities.

This is an onsite role and 5 days per week is required to work from 800 Kipling Avenue, Toronto, Ontario location.

What We Offer

At Kinectrics, employees are recognized for their knowledge, experience, and contributions while working in a highly technical and challenging environment. Kinectrics puts you in the driver’s seat of your own career, setting you up alongside industry experts who will help you develop the skills essential to your professional growth in a dynamic, entrepreneurial, and rewarding work culture.

• Purpose: The work we do each day helps communities around the world. Find satisfaction in work that really matters, working alongside and as part of the best and brightest in the industry.
• Growth: To keep pace with Canada’s expanding energy and utility sector, we are growing more each day, which means more opportunities for you. We encourage our employees to grow alongside our company thanks to a number of significant training and personal development opportunities.
• Innovation: Our staff proudly develop innovations that push the industry forward.
• Diversity: The company is dedicated to promoting diversity in its workforce, up to and including the senior management level. Our diversity committee ensures we stay up to date on leading trends and best practices, creating a desirable workspace for each and every one of our employees.
• Total Compensation: Your talent deserves to be recognized. Kinectrics offers a competitive total compensation package unmatched by most industries throughout North America. Salary is just one component of the total rewards you will receive when working for Kinectrics. Other elements may also include pay for performance programs (merit pay and discretionary annual performance bonuses), comprehensive health benefits and wellness programs, membership discounts, employee referral bonus, eligibility for our pension plan, career development programs, and professional development/educational reimbursements.

Accountabilities: How You Will Make an Impact

We are currently seeking an Executive Assistant to provide high-level administrative support the CEO.

This may include:

• Providing primary support to the President
• Supporting Office of the President communications, visitor arrangements, special events and priority projects as required.
• Proactively managing the President’s complex calendar, protecting focus time, resolving conflicts and ensuring the President is prepared with relevant context and materials.
• Coordinating meetings, planning sessions, town halls, leadership events and offsites, including agendas, invitations, logistics, technology, materials and follow-up.
• Drafting, editing and coordinating executive-level correspondence, briefing notes, reports, presentations and communications for internal and external stakeholders.
• Coordinating the collection, consolidation and distribution of information required for the President’s review, meetings and decisions.
• Preparing polished presentations, executive summaries, meeting packages and briefing materials by consolidating information from multiple sources.
• Supporting the preparation, quality review, distribution and secure retention of materials for executive, leadership and other meetings chaired or attended by the President.
• Preparation and processing of confidential material related to overall business plans, organization changes, executive appointments, etc.

• Collaborating with other executive assistants and providing reciprocal coverage to support continuity across executive offices, as required.
• Preparing and submitting expense reports and coordinating invoices, approvals and related administrative documentation in accordance with company requirements.
• Coordinating domestic and international travel, detailed itineraries, meetings and events, including contingency planning and timely changes.
• Maintaining organized electronic records, archives, contact lists and filing systems in accordance with records-management, privacy, information-security and confidentiality requirements.

What You Need to Succeed

• Demonstrated ability to anticipate needs, manage ambiguity, exercise sound judgment, solve problems and drive follow-through.
• Requires strong communication skills, both oral and written to act as a liaison with all contacts
• Requires at least 8-10 years progressive executive support or business administration experience, including experience supporting a President, C-suite executive or senior leadership team in a complex, fast-paced environment.
• This knowledge is considered to be normally acquired through the successful completion of diploma university degree or equivalent.
• Ability to build trusted relationships and collaborate effectively across all levels of the organization and with external stakeholders.
• Experience working in a confidential capacity and exercising discretion
• Demonstrated experience coordinating complex calendars, executive meetings, travel, expenses, events and competing priorities.
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint, with the ability to produce accurate, executive-ready materials. SAP experience would be a definite asset
• Ability to prioritize multiple demands with minimal supervision
• Demonstrated initiative and ability to work independently
• Demonstrated ability to multitask, organize and execute
• A willingness to work hard and to meet demanding time schedules.
• Strong business acumen and organizational awareness, with the ability to understand executive priorities and handle sensitive corporate information.
• Flexibility and resilience to respond to changing priorities and meet demanding deadlines in a professional manner.

Kinectrics Inc is strongly committed to diversity, equity and inclusion (DE&I) and welcomes applications from all individuals. To learn more about our commitments please visit our diversity, equity and inclusionand indigenous relationspages.

As part of your application, you will be asked to complete a voluntary diversity survey. The collection of self-identification data is driven by our commitment to DE&I and ensures Kinectrics' continuous review and improvement of its programs. The information that you provide is strictly confidential and your responses will only be used for statistical purposes. Your responses do not affect your candidacy in any way.

Kinectrics welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

This posting is for an existing vacancy.