Executive Assistant (CF- 092625 - PTEA)

Position : Executive Assistant

Number of hours : 20 hours / week

Schedule : Canada Time Zone

Key Responsibilities

Manage executives’ calendars, emails, and contacts to ensure efficient scheduling, prioritization, and communication flow.

Oversee and track engineering project tasks , including managing timelines, invoicing processes, and disbursement tracking.

Compose and edit professional correspondence, presentations, reports, and other documentation using appropriate business language.

Streamline internal platforms, tools, and workflows to improve operational efficiency.

Assist in preparing and formatting proposals, slide decks, and briefing materials for internal and external stakeholders.

Maintain well-organized and accurate documentation across systems and platforms.

Coordinate with cross-functional teams, vendors, and external stakeholders to ensure alignment and timely delivery of project milestones.

Manage and maintain systems such as Notion and Office365 for task tracking, documentation, and communication.

Requirements :

Proven experience as an Executive Assistant, Administrative Assistant , or in a similar support role.

Proficient in Notion and Office365 (Outlook, Word, Excel, PowerPoint, Teams).

Familiarity with engineering or other professional consulting services, projects or firms is a PLUS.

Previous experience with membership based or educational services a PLUS

Strong organizational and time-management skills with a meticulous attention to detail.

Excellent written and verbal communication skills; professional and polished demeanor.

Ability to work independently, take initiative, and anticipate executive needs.

Strong understanding of corporate operations and internal workflows.

High level of discretion and integrity when handling confidential information.

Comfortable taking meeting minutes and producing clear summaries Self-motivated, dependable, and tech-savvy.