Executive Assistant

Reference Number: AM04012026 We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our CEO and executive leadership team. This role is critical to ensuring the smooth operation of executive functions, corporate governance activities, and internal coordination across the Liburdi Group of Companies (Liburdi Engineering Limited, Liburdi Turbine Services Incorporated, and Liburdi Dimetrics Corporation). The ideal candidate is resourceful, professional, and capable of managing a wide range of administrative, operational, and project-based responsibilities in a fast-paced environment. The hours will typically be in the office Monday to Friday, 8:30am-5:00pm. Typical Duties Include (but are not limited to): Executive & Administrative Support Provide high-level administrative support to the CEO and Director of Finance Prepare PowerPoint presentations for Board meetings Draft, edit, and enhance corporate communications, letters, and executive messages Manage calendars, schedules, and executive priorities Board & Corporate Governance Prepare agendas and coordinate Board of Directors meetings Organize meeting logistics, materials, and follow-ups Liaise with external legal counsel on corporate, partnering, and restructuring matters Manage annual corporate filings and regulatory requirements Travel & Logistics Coordinate international travel requirements, including employee visas Prepare invitation letters for foreign visitors and assist with customs documentation Establish and manage corporate rates with local hotels and rental car providers Arrange travel for visiting clients (including booking/coordinating hotel, flights, and car rentals) Projects, Communications & Change Management Coordinate the design, editing, and publishing of a bi-annual company newsletter Prepare organizational charts and various reports Support special projects, annual initiatives, and executive-level tasks Assist with internal communications related to organizational changes and transformation initiatives Support change management efforts by coordinating communications, tracking action items, and ensuring alignment across teams Create recognition materials, including Innovation Award certificates Office Operations & Coordination Supervise front desk administrative staff and provide backup support as needed Coordinate company events in collaboration with the Social Committee Oversee the company?s scholarship program Assist with office renovations, expansions, and facilities-related projects Manage Cafeteria operations Employee Support & Services Assist eligible employees with participation in Liburdi?s prescription safety glasses program Coordinate employee support gestures (e.g., flowers for illness or bereavement) Review and respond to donation and sponsorship requests Compliance & Documentation Request Certificates of Residence from CRA Obtain Certificates of Insurance Renew Notary Public status for the CEO Key Skill Requirements: Exceptional organizational and time-management skills Strong written and verbal communication abilities Proficiency in Microsoft Office Suite, especially PowerPoint and Excel Proficiency in Adobe InDesign and Photoshop Ability to handle confidential information with discretion Strong attention to detail and problem-solving skills Key E