Executive Assistant



Your Impact:

Elevate your career with Crozier! We are searching for a professional individual to represent our CEO and Founder as an ambassador, providing a wide range of administrative support. The position requires a high degree of initiative and judgment in order to anticipate and initiate appropriate action to conserve and protect the CEO’s time.

You will be the first point of contact, managing activities to ensure they are organized and prioritized, and completed effectively and efficiently. You will be responsible for organizing schedules and correspondence, for independently following up on action items, and preparing documents such as presentations and reports. You will also have an active role in coordinating Executive Meetings, Board of Directors Meetings, Annual General Meetings, assisting with the corporate Strategic Plan, along with other special projects.

If you are someone who is proactive, understands and can anticipate what needs to be done before others having to ask, naturally cultivates strong working relationships and overall takes pride and ownership of your work, we’d love to hear from you!

How you will contribute to the team:

  • Prioritizing – Prioritizing incoming email, requests, issues, and/or concerns addressed to the CEO including those of a sensitive or confidential nature. This will include email management and organization.
  • Gatekeeper – Acting as a gatekeeper both internally and externally by seeking to understand the incoming requests and schedule appointments or follow up in keeping with priorities of CEO.
  • Calendar Management – Scheduling/coordinating appointments/meetings and making all necessary arrangements for CEO.
  • Executive Meetings – Scheduling and coordinating meetings and corporate functions involving all Associates, senior-level internal and/external participants. Anticipating needs and making necessary arrangements.
  • Documents – Proactively preparing documentation in advance of meetings and briefings.
  • Minute Taking – Attending meetings to take minutes, record notes/action items and distribute/follow-up accordingly.
  • Travel – Coordinating travel arrangements for CEO and other parties as required.

Specific responsibilities that we’d like to highlight for this role include:

  • Board of Director Meetings – Under guidance of CEO, coordinating all Board of Director meetings including assembly and circulation of Director Reports. Organize venue and all aspects of Board meetings including food, AV, etc.
  • Annual General Meeting – In concert with CEO,  plan and execute Annual General Meeting of Shareholders once a year. This involves assembly and circulation of reports, organizing venue and accommodations and apres activities, food, AV, etc.
  • Annual Report – Coordination of preparation of the corporation’s Annual Report to the Shareholders working with graphics and document team, President, CEO and CFO in developing content for the report.
  • Share Transaction Program – Annually manage share transaction program with CEO. This involves periodic communications, managing buy/sell share ledger, coordination with firm’s outside legal counsel with respect to preparation and distribution of purchase and sale agreements.
  • Special Projects – Document management of material associated with special projects under the supervision of CEO.
  • Strategic Plan – Working with the President and CEO, act as coordinator for update of Strategic Plan, scheduled for 2024. Involves managing communications, venue for workshops, coordination with facilitator, crafting of revised Strategic Plan documentation for distribution to employees.
  • Ghost Writing – Composing draft emails and letters on behalf of CEO for review and issuance.
  • Community and Industry Events – Periodic attendance at community and industry events with CEO or other members of Executive Team.

What you bring:

  • Relevant previous work experience, ideally in an executive support and/or office administration role.
  • Prior work experience within an engineering or other professional firm is an asset.
  • Proven administrative skills within a fast-paced office environment.
  • Excellent written/verbal communication skills and proofing/editing abilities, and attention to detail.
  • Ability to handle multiple projects and tasks simultaneously in a highly confidential and credible manner.
  • Excellent organization skills and ability to prioritize multiple timelines.
  • Resourcefulness and willingness to learn.
  • Tactful, team-oriented individual who can cultivate strong working relationships, both internally and externally.
  • Ability to deal with highly sensitive, confidential information and situations in a discreet and professional manner.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and web browsing software applications.
  • Ability to travel and attend community and industry events.
  • Some availability to work outside of traditional business hours may be required.


Crozier is committed to providing equal opportunity to candidates of all abilities. Should you need assistance at any point during the recruitment process please contact our Human Resources team.

We thank all applicants for your interest in Crozier, however, only those selected for an interview will be contacted.

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