Executive Assistant to the Chief Operating Officer
Location: Mississauga
Work Model: Hybrid – 3 days in office, 2 days remote
Hours: 40 hours per week (generally 9:00 AM – 5:00 PM with flexibility as needed)
Employment Type: Full-time preferred (open to a 12-month contract)
Travel: Minimal, primarily local (up to 10%)
About the Role
Our client is seeking an experienced, highly professional Executive Assistant to support our Chief Operating Officer (COO) in a fast-growing, complex, and highly regulated technical environment.
This is not a traditional administrative role. The Executive Assistant will serve as a trusted operational partner to the COO — helping manage priorities, drive follow-through, and ensure time and attention are focused on the highest-value work. You will be embedded in operations and regularly collaborate with senior leaders and key internal and external stakeholders.
This role is ideal for a career Executive Assistant who thrives in high-accountability environments and takes pride in enabling leadership effectiveness at the highest level.
Key Responsibilities
- Manage a complex and dynamic executive calendar, including scheduling, prioritization, and coordination across multiple stakeholders and time zones
- Coordinate domestic and occasional international travel, expense management, and logistical planning
- Prepare meeting agendas, briefing materials, and background documentation to ensure the COO is well-prepared and informed
- Attend meetings, capture clear and accurate notes, document decisions and action items, and track follow-ups to support accountability and execution
- Draft, edit, and manage executive-level correspondence, presentations, and internal communications with exceptional attention to detail
- Serve as a central coordination point across senior leaders and cross-functional teams to monitor progress, surface risks, and support timely follow-through
- Protect the COO’s time and focus by managing competing priorities and exercising sound judgment on scheduling and requests
- Handle confidential and business-critical information with the highest level of discretion and professionalism
- Leverage modern digital tools, automation, and AI-enabled solutions to streamline administrative processes and improve efficiency
- Build and maintain strong, professional relationships with executives, Board members, partners, and other external stakeholders
Qualifications & Experience
- Bachelor’s degree in Business Administration, Engineering, or related field;
- Significant experience providing executive-level administrative support to a senior leader (COO, CEO, or equivalent) in a fast-paced, complex organization
- Exceptional organizational and time-management skills with the ability to manage multiple competing priorities
- Proven ability to handle highly confidential and sensitive information with sound judgment and integrity
- Excellent written and verbal communication skills, with experience producing executive-ready materials
- Strong meeting management skills, including note-taking, decision tracking, and follow-up coordination
- Demonstrated ability to support accountability by proactively engaging with senior leaders and cross-functional teams
- Advanced proficiency with Microsoft Office and collaboration tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
- Experience using modern productivity and automation tools, including AI-enabled solutions, to improve workflow efficiency
- Strong business acumen with the ability to anticipate needs and understand organizational context
- Professional presence and interpersonal confidence when interacting with senior stakeholders
- Self-directed, adaptable, and comfortable working in a growing, evolving environment
Assets:
Experience in a regulated, technical, or industrial environment such as energy, nuclear, engineering, infrastructure, or manufacturing.
What Success Looks Like
Within your first year, you will have become a trusted partner to the COO. Priorities, meetings, and follow-ups will run smoothly and consistently. The COO will be able to focus on strategic and operational leadership with confidence that execution details and cross-functional coordination are well managed. Over time, the role is expected to evolve into a more operationally focused executive support function.
If you are a proactive, detail-driven Executive Assistant who operates at a strategic level and enjoys being at the center of action in a complex organization, we would love to hear from you.
Looking for meaningful work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we are a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
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