We are looking for an Executive Assistant/Internal Communications Coordinator to join our group. You will provide high-level administrative and organizational support to the Managing Director, enabling effective use of their time and supporting the smooth operation of the senior leadership team.
The role manages complex scheduling, meeting coordination, communications, travel, leadership activities and follow-up on key priorities. The Executive Assistant may also provide defined administrative support to other senior leaders where appropriate, while maintaining primary accountability for supporting the Managing Director.
The successful candidate is highly organized, discreet and proactive, with the judgment to anticipate needs, manage competing priorities and work effectively with employees and stakeholders at all levels of the organization.
What is the role about? - Are you highly organized? You're the Managing Director's right hand. From complex scheduling to meetings and travel, you keep the calendar and priorities on track.
- Are you someone people can trust? Discretion is second nature to you. You handle confidential information and leadership activities with sound judgment.
- Always one step ahead? You anticipate needs, follow up on key priorities, and work well with people at all levels, including other senior leaders you support.
- Can you turn strategy into a clear message? You help leaders communicate what matters, why it matters and what employees need to know or do.
As our Executive Assistant, you're not just behind the scenes. You're a trusted partner to the Managing Director, keeping the leadership team organized, focused, and moving forward!
Which tasks will you perform? Managing Director Support
- Manage the Managing Director's calendar, including scheduling, prioritizing meetings and resolving competing demands.
- Coordinate internal and external meetings, appointments and business activities, including any domestic and international travel, accommodations and itineraries and manage related expenses.
- Prepare meeting materials, presentations, correspondence and other documents as required.
- Lead the internal communication strategy, including key messages, channels and timing, and write and coordinate internal communications on behalf of the Managing Director and leadership team.
- Draft and schedule LinkedIn posts and other external communications for the Managing Director, in line with company messaging.
- Anticipate upcoming requirements, deadlines and commitments and proactively ensure the Managing Director is prepared.
- Manage confidential and sensitive information with appropriate discretion.
- Act as a key point of coordination between the Managing Director and internal and external stakeholders.
Internal Communications - Develop and maintain an annual internal communications plan and editorial calendar aligned with Canadian business priorities, leadership activities and Group initiatives.
- Advise the Managing Director and leadership team on key messages, audiences, channels, timing and sequencing for employee communications.
- Draft, edit, coordinate and publish communications on behalf of the Managing Director and leadership team, including announcements, leadership updates, organizational changes, talking points, FAQs and employee messages.
- Administer selected SharePoint and intranet spaces, curate and edit content, maintain publishing standards and ensure information remains current and easy to find.
- Coordinate communications for town halls, leadership meetings, employee events and change initiatives, including invitations, agendas, presentation support, follow-up summaries and recordings or materials where appropriate.
- Partner with Human Resources, Marketing, business leaders and global Corporate Communications to ensure messages are accurate, consistent with the Endress+Hauser brand and appropriately adapted for the Canadian organization.
- Maintain a practical channel mix across email, Teams, SharePoint/intranet, digital signage and in-person forums, selecting the right channel for the audience and message.
- Support two-way employee communication by coordinating feedback opportunities, questions, pulse checks and follow-up, and summarize insights for leadership.
- Monitor basic communication effectiveness, such as reach, engagement, attendance and employee feedback, and recommend improvements.
- Support sensitive or time-critical communications with discretion, clear approval workflows and version control.
- Draft and schedule LinkedIn posts and selected external communications for the Managing Director in line with company messaging and approval requirements.
Leadership Team Support - Coordinate leadership team meetings, including agendas, materials, logistics and meeting schedules.
- Capture decisions, commitments and action items where required and support appropriate follow-up.
- Coordinate recurring leadership activities, planning sessions, workshops and company meetings.
- Maintain key leadership calendars, schedules and documentation.
- Support effective information flow between the Managing Director and members of the senior leadership team.
Support to Other Senior Leaders - Provide select administrative support to other senior leaders based on agreed business priorities and capacity.
- Assist with scheduling, travel, meetings or special projects where coordinated executive-level support adds value.
- Provide temporary or project-based administrative support during significant organizational initiatives or events.
Meetings, Events & Governance - Coordinate leadership meetings, employee meetings, management events, visits and other executive-level activities.
- Arrange logistics for executive visitors and meetings with customers, partners and other external stakeholders.
- Maintain appropriate executive records, documents and meeting materials.
- Support preparation for company governance and business planning activities as required.
Office & Administrative Coordination - Identify opportunities to simplify and improve executive administrative processes.
- Maintain organized electronic records and information for the Managing Director's office.
- Coordinate with internal departments and external suppliers on executive administration requirements.
- Provide administrative support for special projects and company initiatives as assigned.
What do we expect from you? - Post-secondary education in Business Administration, Office Administration or a related field, or equivalent combination of education and experience.
- 5+ years of progressively responsible administrative experience, preferably supporting senior executives.
- Demonstrated experience managing complex calendars, travel and executive-level meetings.
- Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint, AI fluency.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities and changing requirements in a fast-paced environment.
- Demonstrated discretion in handling confidential and sensitive information.
- Professional judgment and ability to interact confidently with senior leaders, employees, customers and external stakeholders.
- Experience in internal communications and social media content (such as LinkedIn), with strong writing skills and the judgment to communicate on behalf of senior leaders
What can you expect from us? - We are a family-owned, highly committed company with a sustainable vision.
- We promote lifelong learning with versatile training and further education opportunities, internal knowledge transfer and e-learning.
- We prioritize Work-Life Balance, offering flexible working hours and hybrid remote work opportunities to support our employees in maintaining a healthy balance.
- We are committed to Eco-Friendly Initiatives, actively participating in EcoVadis to promote sustainable and responsible business practices.
- We provide On-Site Amenities such as our fitness centre, multi faith room and wellness room.
- We ensure our employees work in State-of-the-Art Facilities equipped with ergonomic workstations to enhance productivity and comfort.
- We prioritize Employee Well-Being by offering a comprehensive company pension scheme and access to health offers that support our employees' overall wellness.
- We encourage Continuous Learning through language courses offered to our employees, promoting personal and professional development within our organization.
How do you apply? To apply we kindly ask you to upload your documents on our career page. Applications sent to us by E-Mail cannot be considered due to Data Privacy Considerations.
Agencies, HR service providers, or similar entities are kindly requested to refrain from unsolicited submission of profiles and inquiries regarding potential collaboration. Any unsolicited applications will be disregarded and deleted without further consideration. We appreciate your understanding.
Salary Range: $80,000 - $85,000 CAD annually
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