The Executive Assistant to the COO will provide high-level support to the Chief Operations Officer (COO), along with providing occasional support to the VP, Brand & Strategic Partnerships, while managing key business operations with discretion and professionalism. The ideal candidate is exceptionally organized, excels at time management, and contributes to overall business efficiency through proactive and tailored support. Success in this position requires a proven track record in dynamic, fast-paced environments, along with a resourceful mindset, adaptability, and the ability to execute tasks independently with a positive, solution-oriented approach.

Role Responsibilities

• Prioritize and handle incoming calls, emails, and requests, providing timely responses or redirection as appropriate.
• Coordinate and manage the COO's calendar, appointments, and daily schedule to ensure effective time allocation.
• Prepare and edit communications, presentations, and reports, ensuring high standards of accuracy and professionalism.
• Coordinate internal and external meetings, including agenda preparation, facility arrangements, and ensuring the availability of all necessary materials.
• Act as a key liaison between the COO and internal teams, clients, vendors, and executive-level contacts.
• Organize domestic travel arrangements, including flights, accommodations, and detailed itineraries.
• Plan and prepare meetings, presentations, reports, and meeting minutes for both internal and external audiences.
• Draft, edit, and proofread correspondence and business documents with attention to tone and accuracy.
• Maintain secure and well-organized records and files related to company operations and confidential matters.
• Support interdepartmental collaboration to ensure smooth and efficient daily workflows.
• Assist in the organization of special events, programs and projects, contributing to their success through meticulous planning and execution.
• Work closely with the Executive Assistant to the CEO, providing backup support as needed.

• Aid with various company projects and processes as needed.

Role Requirements

• A degree or diploma in Business Administration, Communications, or a related field.
• Proven experience (minimum 3 years) as an Executive Assistant.
• Strong organizational skills with the ability to prioritize tasks and handle multiple assignments.

• Driver's license and reliable vehicle required

• Advanced knowledge in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets and Slides), with a demonstrated ability to quickly adapt to and utilize company-specific systems and software

• Proficiency in Slack would be an asset

• Willingness and flexibility to work beyond standard business hours, recognizing that workload may vary with business 

  demands and seasonal fluctuation
• Administrative Proficiency: Expertise in managing administrative duties, ensuring efficient operations to support executive needs.
• Communication Skills: Strong capabilities in producing clear, effective communications and handling correspondence at all organizational levels.
• Organizational Abilities: Highly organized and able to manage multiple tasks seamlessly under tight deadlines.
• Confidentiality and Discretion: Trusted to handle sensitive information with the utmost confidentiality and professionalism.
• Adaptability and Flexibility: Agile in adapting to changing circumstances and requirements, maintaining effectiveness amidst organizational changes.
• Collaboration and Teamwork: Proficient in fostering a cooperative work environment, contributing positively to team operations and working relationships.

Compensation

A comprehensive compensation package will accompany the successful candidate. Starting salary range is 70-80K based on experience and qualifications.

We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.

Lotus Group works to uncover top talent across Canada. With networks and clients spanning coast to coast and over 40 years of combined search, recruitment and HR expertise, we remain dedicated to being Canada's most trusted provider of Elevated People Solutions.

For more information, visit www.lotusgroup.ca #LotusA