Executive Assistant

IPEX is one of the North American leading providers of advanced plastic piping systems. Our mission is to shape a better tomorrow by connecting people with water and energy. 

We currently have an exciting opportunity for an Executive Assistant.   

This role is an office-based position, located in Oakville, Ontario, with onsite presence required. 

Do not miss the opportunity to join a diverse group of people-centric professionals, thought leaders and rapid thinkers, entrepreneurs in spirit and status quo-fighters! 

Job Summary  
The Executive Assistant provides high-level administrative and operational support to multiple members of the C-Suite, ensuring their time is optimized and strategic priorities are executed efficiently. This role requires exceptional organizational skills, discretion, and leadership capabilities, including direct supervision of administrative staff. The Executive Assistant serves as a key liaison between senior executives and internal/external stakeholders, helping drive smooth day-to-day operations and executive-level initiatives.

Principle Responsibilities:

Calendar Management

• Provide support to the Chief Executive Officer, Chief Human Resources Officer and other executives with day-to-day calendar management and managing calendar conflicts

Travel & Event Management

• Coordinate travel arrangements, preparation of business trips, managing multiple itineraries
• Coordinate local and overseas meetings, conferences and events, settling contracts to prepare all vital logistics. This may include booking conference rooms, coordinating web and conference calls, renting audiovisual equipment, restaurant reservations, air travel and hotel bookings, using the SAP Concur system

Team Management

• Management and oversight of direct reports; i.e reception and administrative staff and all duties and approvals required. 
• Act as point of contact for external vendors (e.g., coffee orders, janitorial services, and office maintenance services)
• Work in collaboration with the administrative and operational support staff members to optimally resolve day-to-day issues
• Identify and implement opportunities for continuous improvement

Expense & Subscription Management

• Preparation and coordination of expense reports, ensure timely submittals, and follow up on payments
• Purchase Order request and approval in SAP
• Management of corporate subscriptions

Communication Management

• Scheduling and Coordination of organizational communication on behalf of the executive team
• Handle the distribution list for management and communications for the office
• Prepare and handle confidential information with tact and diplomacy

Qualifications & Experience

• 8+ years of proven experience in a similar role, providing support to executives within the C-suite
• College diploma or university degree in administration, an asset
• Excellent communication and interpersonal skills, bilingualism (French/English) would be considered a strong asset
• Up-to-date knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and visual conferencing software (Teams, Zoom, etc.)
• Knowledge of SAP would be considered a strong asset
• Possess a positive and calm demeanour
• Strong sense of initiative and excellent problem-solving skills
• Ability to use independent judgment and discretion with highly confidential matters
• Ability to work in a fast-paced and multifaceted environment; being flexible to changing business needs
• Excellent written and verbal communication and interpersonal skills
• Exceptional time management skills with the ability to multitask, prioritizing for greatest impact

The compensation for this position is between $81,300 and $101,600 annually, based on experience and qualifications. 

IPEX is committed to providing accommodations for people with disabilities throughout the recruitment process and, upon request, will work with qualified job applicants to provide suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. Accommodation requests are available to candidates taking part in all aspects of the selection process for IPEX jobs. To request an accommodation, please contact HR at [email protected]