Executive Assistant

Company overview

Xediton is a boutique specialty pharmaceutical organization based in Oakville, Ontario, focused on serving the needs of patients, physicians, and business partners.

Role summary

The Executive Assistant will provide broad administrative support to the management team and help keep day-to-day executive operations running smoothly.

Key responsibilities

• Deliver end-to-end administrative support to leadership and take ownership of administrative matters as they arise.
• Protect confidential company information and share it only with the appropriate members of management.
• Monitor incoming email, manage task follow-up, and screen and route executive phone calls.
• Prepare correspondence, emails, reports, and presentations, including PowerPoint decks when needed.
• Collect current information for management reporting, including items such as sales updates.
• Coordinate calendars, book boardrooms, and organize appointments and meetings.
• Plan domestic and international travel in line with company policy and complete associated expense reports.
• Set meeting agendas, assemble briefing packages, and track action items and deliverables.
• Attend management meetings, record minutes, and distribute them afterward.
• Support budget tracking and expenditure review, and prepare related reports as required.
• Help plan meetings and internal/external events by researching logistics, coordinating set-up, ordering catering, processing invoices, and identifying cost-saving opportunities.
• Assist with special projects and internal initiatives as assigned.
• Welcome visitors professionally and courteously.
• Organize company activities, including social events.
• Carry out other duties as requested.

Required profile

• A university degree or diploma is required.
• At least 4 years of prior experience supporting executives in an assistant role.
• Strong working knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent verbal and written communication skills.
• Previous exposure to an office environment.
• Strong analytical thinking and problem-solving ability.
• Good interpersonal skills and the ability to work well in a team.
• Very strong organization and prioritization skills, with the ability to juggle several deadlines and work effectively under pressure.
• High accuracy and close attention to detail.
• Excellent discretion and the ability to handle sensitive information confidentially.
• A warm, energetic, and engaging personality.
• Resourceful, dedicated, enthusiastic, and adaptable to changing environments.

Compensation

The position offers a salary of up to $65,000 per year.

Additional information

This role is intended for someone who wants to grow within a small company environment. The employer notes that only candidates selected for an interview will be contacted. The company also states that it is committed to an inclusive and accessible hiring process, and accommodations can be provided on request for candidates participating in all stages of recruitment.