Executive Assistant- Bilingual

About Admiral Security / À propos d'Admiral Security

Admiral Security is Atlantic Canada's leading provider of private security and investigative services, with over 35 years of experience. We serve public agencies, municipalities, healthcare, and major corporations. Our reputation is built on professionalism, innovation, and exceptional customer service.

Admiral Security est le chef de file en Atlantique pour les services de sécurité privée et d'enquêtes, avec plus de 35 ans d'expérience. Nous desservons des agences publiques, des municipalités, le secteur de la santé et de grandes entreprises. Notre réputation repose sur le professionnalisme, l'innovation et un service client exceptionnel.

About the Role / À propos du poste

We are seeking an experienced, highly organized, technology-proficient, and exceptionally discreet Executive Assistant to the President & CEO. The successful candidate will serve as a trusted extension of the President & CEO and provide senior-level executive, administrative, business development, coordination, and limited personal support.

Nous sommes à la recherche d'un(e) adjoint(e) de direction expérimenté(e), hautement organisé(e), à l'aise avec les technologies et faisant preuve d'une discrétion exceptionnelle, pour soutenir le président-directeur général (PDG). La personne retenue agira comme une véritable extension de confiance du président-directeur général et lui fournira un soutien de haut niveau en matière de gestion administrative et exécutive, de développement des affaires, de coordination ainsi qu'un soutien personnel limité.

Position Overview / Aperçu du poste

This role is responsible for protecting the President & CEO's time, maintaining complete control of executive calendar and administrative workflows, ensuring communications receive timely attention, and anticipating requirements before they become urgent. The Executive Assistant will work closely with senior leaders, employees, clients, municipalities, government and healthcare stakeholders, professional advisors, vendors, and business partners.

The ideal candidate must be able to work independently, exercise sound judgment, make decisions within delegated authority, recognize when escalation is required, and maintain a reliable audit trail of commitments, approvals, correspondence, documents, and follow-up actions.

Ce poste a pour responsabilité de protéger le temps du président-directeur général, d'assurer une maîtrise complète de son calendrier de direction et des flux de travail administratifs, de veiller à ce que les communications reçoivent l'attention requise en temps opportun et d'anticiper les besoins avant qu'ils ne deviennent urgents. L'adjoint(e) de direction travaillera en étroite collaboration avec les membres de la haute direction, les employés, les clients, les municipalités, les représentants des gouvernements et du secteur de la santé, les conseillers professionnels, les fournisseurs ainsi que les partenaires d'affaires.

La personne idéale doit être capable de travailler de façon autonome, de faire preuve de discernement, de prendre des décisions dans les limites de l'autorité qui lui est déléguée, de reconnaître les situations nécessitant une intervention de la direction et de maintenir une piste de vérification fiable des engagements, des approbations, des correspondances, des documents et des mesures de suivi.

Key Responsibilities / Responsabilités principales

• Executive Calendar, Inbox & Communications
  • Manage the President & CEO's complex calendar, meetings, travel, deadlines, and competing business and personal commitments.
  • Maintain a minimum six-week forward planning horizon.
  • Prevent scheduling conflicts and protect strategic work time.
  • Manage and triage designated executive inboxes. Respond to routine matters or coordinate with stakeholders as appropriate.
  • Escalate sensitive legal, government, municipal, media, financial, HR, and priority-client matters promptly.
  • Draft, edit, proofread, and format executive correspondence, reports, presentations, briefing notes, agendas, and meeting materials.
  • Communicate professionally on behalf of the President & CEO within approved protocols.
• Executive Briefings, Meetings & Follow-Up
  • Prepare concise daily and weekly executive briefings.
  • Coordinate executive meetings and prepare briefing materials.
  • Record decisions, action items, owners, and deadlines accurately.
  • Maintain a centralized project and follow-up tracking system.
  • Ensure commitments and deadlines are completed and verified before closure.
  • Follow up proactively with internal and external stakeholders.
• Business Development, Proposals & RFPs
  • Support the preparation of proposals, tenders, and RFP submissions.
  • Maintain opportunity and deadline tracking.
  • Coordinate content contributions from Operations, Finance, HR, Marketing, IT, and other departments.
  • Ensure submissions are complete, approved, delivered on time, and supported by a clear audit trail.
• Travel, Events & Stakeholder Coordination
  • Coordinate business travel and approved personal travel, including transportation, accommodations, itineraries, confirmations, and calendar integration.
  • Organize conferences, trade shows, speaking engagements, client events, registrations, and post-event follow-up.
  • Serve as a liaison between the Office of the President & CEO and clients, municipalities, healthcare organizations, government representatives, business partners, and professional advisors.
  • Attend occasional events or travel with the President & CEO when executive support is required on-site.
• Records, Technology & Limited Personal Support
  • Maintain secure, organized digital records using approved standards and procedures.
  • Utilize Microsoft 365 at an advanced level, including Copilot, Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
  • Develop proficiency with approved AI, automation, research, and productivity tools.
  • Monitor approved LinkedIn communications and coordinate content with Marketing.
  • Coordinate limited personal appointments, travel arrangements, purchases, deliveries, and service-provider scheduling with strict professionalism and discretion.

Mandatory Qualifications / Qualifications obligatoires

• Completed Bachelor's Degree from a recognized post-secondary institution in Business Administration, Management, Communications, Public Administration, or a related field.
• Minimum 5 years of directly relevant professional experience supporting a President, CEO, owner, C-suite executive, senior leader, or comparable decision-maker.
• Demonstrated experience managing:
  • Executive calendars
  • Senior-level inboxes
  • Confidential correspondence
  • Meetings and travel
  • Competing priorities
  • Follow-up systems
• Experience producing high-quality executive correspondence, reports, briefings, and presentations.
• Advanced Microsoft 365 proficiency and electronic document management skills.
• Exceptional organization, discretion, judgment, communication skills, initiative, reliability, and attention to detail.
• Ability to work independently, maintain accuracy under pressure, and adapt to changing priorities.
• Ability to work full-time from ADMIRAL's Dieppe head office and provide occasional flexibility for executive, client, travel, event, or operational requirements.
• Legal eligibility to work in Canada and willingness to complete:
  • Reference checks
  • Criminal background screening
  • Confidentiality documentation

Preferred Qualifications / Qualifications souhaitées

• Professional bilingual proficiency in English and French.
• Experience supporting a President, CEO, owner, Board of Directors, or executive leadership team.
• Experience in security, investigations, professional services, healthcare, government, public-sector contracting, technology, or another regulated environment.
• Experience coordinating RFPs, proposals, executive travel, conferences, trade shows, or business development activities.
• Experience with SharePoint, Power Automate, Power BI, CRM systems, project-tracking platforms, workflow automation, and responsible business use of AI tools.

Mandatory Requirement / Exigence obligatoire

Candidates must submit a 3-minute video introduction explaining their experience.