Executive Administrative Assistant to the CEO & VP

Position Title: Executive Administrative Assistant to the CEO & VP
Position Type: Full-Time, Permanent
Location: Renfrew / Arnprior, ON (Office-Based)
Reports To: Chief Executive Officer & Vice President

Position Summary

The Executive Administrative Assistant provides high-level, proactive operational and administrative support directly to the Chief Executive Officer (CEO) and Vice President (VP). Serving as an essential logistical filter, coordinator, and organizational pivot, this position requires an assertive, exceptionally disciplined, and detail-driven professional. The successful candidate will navigate a fast-moving environmental engineering environment, maintaining operational control over executive schedules, critical corporate data, and key external stakeholder touchpoints.

Key Responsibilities & Accountabilities

1. Executive Gatekeeping & Calendar Architecture

• Manage, organize, and optimize the master calendars, travel itineraries, and scheduling parameters for the CEO and VP.
• Act as the primary administrative triage layer for internal and external communications, ensuring high-priority requests, corporate intelligence, and contracts are escalated immediately.
• Protect executive bandwidth by reviewing meeting prerequisites, preparing agendas, and coordinating follow-up milestones.

2. Project & Administrative Operations Support

• Collaborate with the project management, execution, and office management teams to ensure executive directives are carried through smoothly.
• Maintain high data integrity within internal corporate software platforms, CRM tools, and transaction logs.
• Assist in compiling and maintaining comprehensive corporate project documentation, financial reporting, and administrative reports .such as SOP documents etc.
• Perform regular bimonthly operational inventory checks, asset reviews, and tracking of administrative supply metrics.
• Organise Travel arrangements
• Ensure cybersecurity with back up working with project team
• Tasks as Execution Manager sets not limited to checking with suppliers, working with finance group to ensure PO are sent etc
• Organise and maintain H&S and subscribed programs like ISNetworld etc ( training to be provided and paid for by Bishop with time off for learning)

3. Commercial Event & Sales & Marketing Coordination

• Will work with sales and marketing , to ensure CEO/VP are up to date with their responsibilities

Qualifications & Skill Requirements

Education: Post-secondary diploma or degree in Business Administration, Office Management, or a highly disciplined operational field (such as Police Foundations, Criminology, or equivalent).

Experience: Minimum of 2–3 years of hands-on experience in operational management, high-volume hospitality supervision,, where multi-tasking and crisis composure under pressure are standard.

Technical Proficiency: Exceptional digital tool competency, including advanced knowledge of Microsoft Office suite, Google Workspace (G-Suite), and modern CRM databases.

Interpersonal Excellence: Outstanding verbal and written communication skills with a track record of handling high-stress client de-escalation calmly and professionally.

Core Attributes: Absolute integrity, high situational awareness, proactive problem-solving traits, and a clear alignment with command-structure accountability.

Physical Demands & Work Environment

• Prolonged periods of sitting at a desk and working on computers.
• Ability to lift up to 25 lbs occasionally during marketing or corporate event setups.
• Primary work environment is a professional, collaborative office layout; seasonal adjustments or local facility operations coordination may occur.

How to Apply

Interested internal and external candidates are invited to submit their professional resume and a tailored cover letter explaining their alignment with this operational structure to info@bishopwater.ca.