Executive Administrative Assistant

• Acts as the strategic support to the VP & President Canada helping convert leadership priorities into disciplined execution clear follow-up and efficient use of executive time.

• Serves as a trusted gatekeeper for time information communications and priorities ensuring requests are triaged based on urgency strategic relevance stakeholder needs and business impact.

• Operates with full confidentiality and executive maturity supporting sensitive business operations leadership discussions organizational matters and external stakeholder interactions.

• Functions as a force multiplier for the Presidents office by improving meeting discipline communication flow action tracking and leadership-team alignment.

CORE RESPONSIBILITIES

• Manages a complex executive calendar with strong attention to business priorities meeting purpose attendee needs preparation requirements travel impacts and time zone considerations.

• Plans schedules and coordinates leadership meetings business reviews customer/internal engagements conference participation and team events including agenda development logistics materials minutes/notes and post-meeting follow-up.

• Screen and triage inquiries coordinate responses draft and edit emails internal memos leadership messages and executive correspondence on behalf of the VP & President as appropriate.

• Maintains and coordinates action registers for business review meetings and Canada Leadership Team meetings tracking decisions owners due dates dependencies risks and completion status; proactively follows up with accountable leaders to support timely execution.

• Prepares and formats high-quality materials using Microsoft 365 applications including PowerPoint presentations Excel trackers/reports Word documents Teams/meeting resources OneNote/Loop notes and SharePoint/OneDrive file organization.

• Supports effective meeting operations by managing invites room/virtual meeting set-up pre-reads agenda inputs attendance needs action capture and distribution of follow-up materials.

• Provides as-needed administrative support to two Sales Leaders located in Brampton balancing support needs against VP/Canada leadership priorities and aligning on expectations timing and deliverables.

• Coordinates domestic and international travel and logistics itinerary planning timely expense submission and reconciliation through Concur and applicable Medtronic systems.

• Gathers compiles consolidates and reports information relevant to leadership priorities including updates from Excel files internal systems meeting outputs and cross-functional stakeholders.

• Coordinates and supports regional divisional and Canada-wide events including National Sales Meeting preparation leadership offsites recognition activities and team engagement programs as required.

• Administers vendor/supplier set-up in applicable AP systems and coordination with cross-functional support teams.

• Maintains organized digital and physical filing systems document repositories contact lists distribution lists and team resources to support efficient information flow.

• Handles confidential and sensitive information with discretion professionalism and sound judgement.

• Collaborates with cross-functional support teams and administrative colleagues across regions to share best practices and support consistent execution.

• Support special projects research requests data compilation presentation preparation large-scale company events leadership offsites and cross-functional initiatives that require coordination confidentiality and disciplined execution.

KNOWLEDGE/EDUCATION

• Requires advanced practical knowledge within a specific discipline typically gained through extensive work experience and/or education.

• Strong working knowledge of Microsoft 365 tools and collaboration practices including Outlook Teams Word Excel PowerPoint OneNote/Loop SharePoint and OneDrive.

JOB EXPERIENCE

• Minimum of 6 years of relevant experience.

• Demonstrated experience managing complex calendars senior-level meetings confidential information travel expenses and cross-functional stakeholder coordination.

• Experience maintaining meeting notes action logs trackers follow-up registers or similar operational tools that support leadership accountability and execution.

SKILLS/COMPETENCIES

• Exceptional calendar management prioritization and meeting coordination skills; able to balance competing requests and escalate appropriately.

• Advanced proficiency in Microsoft Outlook Teams Word Excel PowerPoint and collaborative digital workspaces; able to create polished accurate and executive-ready materials.

• Strong action-register discipline including capturing decisions tracking owners and due dates following up proactively and reporting status clearly.

• Excellent written and verbal communication skills with the ability to interact professionally with senior leaders sales leaders customers vendors and cross-functional partners.

• High degree of discretion professionalism judgement and confidentiality when handling sensitive business information.

• Strong organizational skills attention to detail and ability to manage multiple priorities in a fast-paced environment.

• Proactive service-oriented mindset with a focus on anticipating needs removing friction improving processes and enabling leadership effectiveness.

KNOWLEDGE/EDUCATION

• Post-secondary education in business administration office administration communications or a related discipline is preferred.

• Microsoft 365 project coordination or meeting facilitation training/certification is an asset.

JOB EXPERIENCE

• Experience supporting senior commercial sales finance or general management leaders in a matrixed organization.

• Experience supporting leadership team meetings business reviews sales meetings national events or executive offsites.

SKILLS/COMPETENCIES

• Ability to build simple dashboards trackers or status summaries in Excel or Microsoft 365 tools.

• Comfort working in a hybrid environment and coordinating support across multiple leaders and locations including Brampton-based sales leadership support as needed.

• Strong ability to improve meeting cadence communication flow and leadership follow-through through disciplined planning and execution.

Salary Range: $72800- $91000

PLEASE NOTE:

• We use artificial intelligence (AI) to review resumes of candidates and assess their fit based on the criteria outlined in the job posting. We do not use AI to make any final hiring or interview decisions.

• This posting reflects a current genuine vacancy that we are actively recruiting to fill.

• The physical demands described within the Responsibilities section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. For Office Roles: While performing the duties of this job the employee is regularly required to be independently mobile. The employee is also required to interact with a computer and communicate with peers and co-workers.