Executive & Personal Assistant to the CEO

Overview

Support CEO with executive admin, travel, expenses, and personal tasks incl. visa processing.

Key Responsibilities

• travel coordination
• calendar management
• executive support
• stakeholder liaison
• expense processing
• visa management

Tasks

-Coordinate all business travel arrangements (flights, accommodations, ground transportation, visa requirements, itineraries). This may require after hours support for last minute changes to arrangements; -Manage a complex business calendar, including scheduling meetings, coordinating appointments, and handling last-minute changes across multiple time zones; -Managing CEO’s administrative tasks; -Liaise professionally with internal teams, clients, and stakeholders on behalf of the CEO and working closely with the CEO’s Chief of Staff; -Handle ad hoc personal errands and special projects as assigned, ensuring confidentiality and discretion at all times. -Track and monitor expiration/renewal dates for personal documentation such as driver’s license, multiple international visas/passports, etc.; -Prepare, process, and reconcile corporate expense reports in a timely and accurate manner; -Other duties as may be assigned, including liaising with embassies, consulates, immigration authorities and third party agencies to facilitate visa approvals and resolve issues.

Requirements

• c‑level
• 5 years
• microsoft office
• visa processing
• immigration
• multitask

What You Bring

-Minimum 5 years of experience supporting C-level executives in a combined business and personal assistant capacity; -Proven ability to manage complex calendars and international travel logistics; -Must be legally eligible to work in Canada and able to travel occasionally, if required. -Ability to adapt quickly, multitask effectively, and thrive in a fast-paced multicultural environment; -Discretion and sound judgment in handling confidential and sensitive information; -In-depth knowledge of international immigration procedures, documentation requirements and embassy protocols; -Proficiency in Microsoft Office Suite and familiarity with modern productivity tools; -Demonstrated experience with processing visa applications for multiple countries, with a focus on individuals without Canadian, US or European passports; -Strong written and verbal communication skills with comfort in communicating with an international audience; -French language proficiency is considered an asset; -Excellent organizational and time-management skills with a high attention to detail;

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About Egis In Canada

-Operating across mobility, infrastructure and the built environment, they design, build and operate intelligent systems from idea to operation. -Strong leadership in Canada, with a new CEO appointed in 2024 to steer growth and integration in North America. -Recognized with top industry awards, including Ontario Engineering Project Awards for excellence in bridge engineering.

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