Executive Assistant (C-suite support)

We are seeking a highly organized detail-oriented and proactive Executive Assistant to support the CEO of our Americas Region. This is a high visibility role in a dynamic and rapidly growing region of a leading international firm.

Executive Support:

• Manage a complex business calendar including scheduling meetings coordinating appointments and handling last-minute changes across multiple time zones.
• Coordinate all business travel arrangements (flights accommodations ground transportation visa requirements itineraries) which may require after-hours support for last-minute changes.
• Prepare process and reconcile corporate expense reports in a timely and accurate manner.
• Liaise professionally with internal teams clients and stakeholders on behalf of the CEO working closely with the CEOs Chief of Staff.
• Manage the CEOs administrative tasks exercising professional judgment and discretion in handling sensitive corporate and personnel-related matters.
• Prepare review format and coordinate executive-level documents presentations and correspondence aligned with Egis internal governance standards in coordination with the CEOs Chief of Staff.
• Prepare briefing packs and background notes ahead of key meetings (bios agendas prior actions).
• Coordinate logistics for recurring executive meetings (scheduling agendas pre-read distribution).
• Assist with logistics for executive events conferences and site/client visits including conference registrations professional memberships sponsorships and speaking-engagement coordination.
• Route documents for signature and approval (DocuSign POs invoices) and track completion.
• Maintain organized and confidential filing in SharePoint/Teams.
• Other duties as may be assigned including liaising with embassies consulates immigration authorities and third-party agencies to facilitate visa approvals and resolve issues.

Personal Assistance:

• Track and monitor expiration/renewal dates for personal documentation such as drivers license multiple international visas/passports etc.
• Handle ad hoc personal errands and special projects as assigned ensuring confidentiality and discretion at all times.

Qualifications :

• Minimum 5 years of experience supporting C-level executives in a combined business and personal assistant capacity.
• Demonstrated experience with processing visa applications for multiple countries with a focus on individuals without Canadian US or European passports.
• In-depth knowledge of international immigration procedures documentation requirements and embassy protocols.
• Proven ability to manage complex calendars and international travel logistics.
• Excellent organizational and time-management skills with a high attention to detail.
• Discretion and sound judgment in handling confidential and sensitive information.
• Strong written and verbal communication skills with comfort in communicating with an international audience.
• Proficiency in Microsoft Office Suite and familiarity with modern productivity tools. 
• Ability to adapt quickly multitask effectively and thrive in a fast-paced multicultural environment. 
• French language proficiency is considered an asset.
• Must be legally eligible to work in Canada and able to travel occasionally if required.

Additional Information :

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program.  If you have been referred please provide the name of the employee who has referred you at the time of your application.

At Egis we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company a People First Company and a Creative Company. Committed to diversity growth and collaboration we may leverage AI to support the recruitment process.

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. The salary range advertised may exceed the range based on several factors including relevant education qualifications certifications experience skills geographic location performance and business or organizational needs.

Remote Work :

No

Employment Type :

Full-time