Executive Assistant to the VP, People & Culture (Maternity Leave Coverage)

Job Summary: The Executive Assistant – VP, People & Culture serves as a trusted administrative partner, gatekeeper, and strategic support liaison for the VP. This role ensures seamless daily operations, manages executive workflows, and oversees the tracking and implementation of strategic initiatives. Acting as a central point of contact, this individual enables the VP and leadership team to focus on high-value priorities while maintaining alignment across people, culture, and organizational development initiatives. The role requires an individual who exemplifies the company values of humble, driven, and solutions-oriented. Humble – Employees that are team players and are respectful of others and the job at hand. Great team players lack excessive ego or concerns about status. Humble employees are quick to point out contributions of others and slow to seek attention of their own. Driven – Employees who are motivated and focused on self improvement. Driven or hungry employees are always looking for more. More things to do, learn, and take responsibility for. They never have to be pushed by a manager to work harder because they are self-motivated and diligent. Solutions Oriented – Employees who focus on solving, and preventing problems from occurring, not just identifying them. This is equal parts of problems with systems and processes and the common sense that an employee has about people. They are aware, act appropriately, ask good questions, and listen to understand. Role and Accountability:

• Serve as the single point of contact and trusted gatekeeper for the VP, ensuring alignment on high-priority operational and strategic initiatives.
• Act as personal executive assistant to the VP, coordinating calendars, appointments, and communications.
• Track and manage Rocks, Scorecards, and action follow-ups for the supported VP, ensuring timely completion and avoiding duplication of efforts with other Executive Assistants.
• Monitor and coordinate communications across platforms (email, text, WhatsApp), triaging priorities and drafting correspondence.
• Coordinate with the Executive Assistant to the President to support cross-functional alignment and execution of strategic initiatives.
• Prepare materials for leadership meetings (agendas, decks, pre-read summaries, notes, action follow-ups).
• Organize and maintain confidential records, meeting notes, and company documents.
• Support executive-level event coordination, including off-site meetings and special engagements.
• Help enforce and manage Rocks, Scorecard tracking, and EOS meeting rhythms, ensuring team alignment with executive priorities.
• Act as backup to the Executive Assistant to the President & Executive Assistant – VP, Operations during absences, ensuring continuity of executive-level coordination, project tracking, and cross-functional alignment.
• Maintain key process documentation and SOPs to ensure continuity of knowledge and decision-making during leadership transitions or absences.
• Provide responsive support during urgent situations or crises.
• Maintain strict confidentiality and ethical standards in all communications.
• Provide high-level advisory support on seasonal worker and labour planning issues without executing day-to-day tasks.
• Review housing plans, headcount plans, and labour projections to provide informed recommendations.
• Identify risks or gaps in compliance or coordination and proactively recommend solutions.
• Create and maintain private communication channels between the President and Vice Presidents for rapid decision-making.
• Monitor weekly labour hours for seasonal workers and follow up on outliers.
• Support short-term executive needs during intensive planning periods or absences.
• Collaborate as part of the Executive Office team, receiving and managing communications through a shared email group, coordinating schedules, and collectively addressing cross-functional initiatives.
• Provide support for strategic initiatives led by Senior Manager – Operational Transformation by tracking progress, following up on action items, and facilitating cross-functional communication—without assuming ownership of initiatives.
• Follow established Standard Operating Procedures (SOPs), policies, and procedures, and provide feedback to supervisors when updates or improvements are needed.
• Execute daily responsibilities to meet departmental goals while adhering to company values (Humble, Driven, Solutions-Oriented).
• Provide feedback and suggestions to improve processes within the scope of the role.
• Attend relevant department and company-wide meetings, including Level 10 meetings, contributing to organizational alignment and effectiveness.
• Collaborate cross-functionally to address challenges, develop solutions, and align strategies with company goals.
• Utilize Microsoft To-Do (or similar) for task tracking and reminders, ensuring productivity and accountability.
• Perform other duties as assigned.

Knowledge, Skills and Abilities:

• Proven experience as an Executive Assistant or similar senior-level administrative support role.
• Experience in project tracking, coordination, or program management preferred.
• Strong organizational, time-management, and prioritization skills.
• Excellent written and verbal communication, discretion, and professional judgment.
• Proficiency in Microsoft Office Suite and digital productivity tools (To-Do, OneNote, Loop, Monday.com, etc.).
• Familiarity with EOS or similar operating systems is a strong asset.
• Ability to manage confidential information and handle sensitive or urgent requests.
• Proactive, problem-solving mindset with the ability to work independently and collaboratively.

Education and Experience:

• Post-secondary education in Business Administration, HR, Organizational Development, or a related field preferred.
• 3+ years of experience in executive support or project/operations coordination roles.
• Experience in fast-paced, cross-functional environments managing multiple priorities and initiatives.
• Additional coursework or certification in project management, HR, or organizational development is a plus.

This is an open vacancy intended to provide coverage during a maternity leave.
In accordance with the Ontario Human rights Code and the Accessibility for Ontarians with Disabilities Act, The Company is an equal opportunity employer who is committed to providing an inclusive and barrier free recruitment and selection process. Applicants should advise Human Resources if they require any type of accommodation during the recruitment process.