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SUMMARY
Reporting to the Chief Operating Officer (COO), the Executive Assistant serves as the principal administrative partner and operational gatekeeper driving C-suite efficiency and corporate culture. This role plays a critical part in the Executive Leadership Team (ELT) ecosystem and works closely with internal department heads, cross-functional VPs, and external partners. We are seeking an elite, high-initiative professional who operates with predictive foresight demonstrating exceptional resourcefulness in a fast-paced environment. You will manage complex C-suite logistics and corporate governance workflows while exercising full project ownership over head office operations, vendor relationships, and high-profile annual corporate events.
PRIMARY SCOPE OF ROLE
C-SUITE SUPPORT, GOVERNANCE & FISCAL ADMINISTRATION
- Drive execution of intensive calendar management, complex travel itineraries, and logistical schedules for the COO and designated high-priority ELT members.
- Own end-to-end delivery of monthly Executive Leadership Team and quarterly Board of Directors meeting coordination, including template-driven agenda curation, virtual/in-person technology checks, catering, and venue dinner bookings.
- Ensure compliance and alignment with internal financial guidelines by managing, reviewing, and routing high-level invoice approvals and purchase orders across corporate divisions.
- Analyze and reconcile personal and company credit card expenses monthly, consolidating statements and executing timely submissions through the JD Edwards (JDE) system.
- Manage the weekly compilation, tracking, and signature routing of surety bonds and related documentation.
CORPORATE OFFICE OPERATIONS & VENDOR MANAGEMENT
- Lead the day-to-day operations of the Corporate Office Services team, establishing workload priorities to maintain a high-functioning, professional corporate headquarters.
- Partner with cross-functional teams (Legal, Finance, Procurement) to execute building maintenance contracts, coordinate workplace seating allocations, and support office renovations or space configurations.
- Manage ongoing administrative and facility oversight for the onsite corporate café, acting as the primary vendor liaison to maintain service standards and coordinate preventative appliance maintenance.
- Oversee the logistics, catering requirements, and corporate distribution of premium client hospitality assets, including seasonal stadium suites and loge seating.
PROJECT MANAGEMENT OF CORPORATE EVENTS & CULTURE PROGRAMMING
- Own the project timeline, budget framework, and full strategic execution of the annual Charity Golf Tournament, managing course venue contracts, sponsorship tiers, and executive pairing matrixes.
- Develop site plans, vendor loading schedules, catering menus, and employee RSVP tracking for large-scale, head-office culture events.
- Create and execute a year-round corporate engagement and wellness calendar to enrich workplace culture.
- Support leadership decision-making by tracking project milestones, managing real-time spend against approved event budgets, and compiling post-event financial summaries for senior executives.
AD-HOC LOGISTICAL RISK MITIGATION
- Ensure seamless day-of business activities by proactively identifying and resolving schedule conflicts, meeting changes, and operational bottleneck points before they impact execution.
- Mitigate corporate liability by ensuring all external event vendors, entertainment partners, and facility suppliers maintain up-to-date insurance and compliance documentation.
- Maintain pristine record-keeping, master player registries, sponsorship tracking decks, and office services procurement data.
POSITION REQUIREMENTS
- 5+ years of experience providing administrative support to C-Suite or Executive-level leaders.
- Proven track record of strong initiative and a "go-getter" mindset, with a demonstrated ability to work autonomously, manage shifting priorities, and drive projects forward independently
- Prior experience supervising or managing a functional corporate office services or facilities team
- Experience in large-scale corporate event planning, multi-layered vendor negotiations, and project timeline management.
- Strong understanding of corporate financial administration, including managing invoices, processing purchase orders (POs), coding expenses, and utilizing ERP systems like JD Edwards (JDE).
- Advanced proficiency across the Microsoft Office Suite (Excel, Word, PowerPoint).
- Exceptional written and verbal communication style with an ability to interface professionally with a Board of Directors, executive heads, and external stakeholders.
WHAT WE OFFER
- Expected Base Salary: $90,000 - $105,000 per year. The actual base salary will depend on several factors including experience, qualifications, internal equity, work location and market expectations.
- Comprehensive group benefits program.
- Career growth and advancement opportunities.
Disclaimers
Artificial Intelligence (AI) Disclosure: AI tools are not used in the screening or assessment of applicants for this position.
Vacancy Status: This posting is for an existing job vacancy.
GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners directly engaged by our Human Resources team for specific searches. Unsolicited submissions will not be eligible for placement fees.
We thank you for your interest. Only those selected for an interview will be contacted.
Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.
We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
