Executive Assistant

Position Summary:The Executive Assistant to the President serves as a trusted partner, providing high-level administrative and executive support in a fast-paced building materials environment. The EA is responsible for managing complex calendars, coordinating travel and logistics, and ensuring the efficient operation of the President’s daily activities.The successful candidate will regularly attend executive leadership meetings, prepare detailed meeting minutes, summarize key discussions and action items, and proactively follow up with stakeholders to track progress and ensure timely completion of deliverables.  Key Accountabilities:Executive Support & Time Management – Ensure the effective management of the President’s schedule, priorities, travel, and administrative requirements.Executive Meeting Administration & Follow-Up – Support executive leadership meetings through agenda coordination, minute-taking, action item tracking, and follow-up.Stakeholder Communication & Confidential Administration – Maintain professionais communications, manage sensitive information, and support strategic initiatives and special projects.Major ResponsibilitiesManage and maintain the President’s calendar and other Executives as needed, scheduling meetings, appointments, and business commitments.Support communication with external legal counsel for director changes and annual filing.Coordinate and correspond with other Kingspan Group EAs.Prioritize and coordinate requests to ensure the President’s time is allocated effectively.Arrange and manage domestic and international travel, including flights, accommodations, transportation, and itineraries.Process all purchase orders for National and the Burlington office invoices/quotes.Prepare correspondence, presentations, reports, and other executive-level documents as requested or required by Executive team membersCoordinate executive leadership meetings, including scheduling, logistics, agendas, and supporting materials.Attend executive meetings and accurately record meeting minutes, decisions, and discussion points.Prepare and distribute meeting summaries and action item trackers in a timely manner.Follow up with leaders and stakeholders to obtain updates and ensure completion of assigned action items.Maintain records of key decisions, commitments, and ongoing initiatives.Act as a professional point of contact between the President and internal and external stakeholders.Manage confidential and sensitive information with discretion and sound judgment.Support communication and coordination across departments to facilitate efficient decision-making.Anticipate the President’s administrative and operational needs and proactively resolve issues.Assist with special projects, strategic initiatives, and executive events as required.Oversee all office operations, including coordinating with the landlord, cleaners, suppliers, and maintenance contractors.Perform other related duties as assigned in support of executive and organizational objectives. Qualifications & EducationPost-secondary education in Business Administration, Office Administration, Executive Administration, or a related field. 5+ years of experience providing executive-level administrative support to senior leaders or C-suite executives. Proven experience managing complex calendars, executive travel, meeting coordination, and confidential information. Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms. Exceptional written communication skills with demonstrated experience preparing professional correspondence, meeting minutes, and executive reports.Competencies requiredProfessionalism, discretion, and sound judgment. Exceptional organizational and time-management skills. Strong attention to detail and accuracy. Proactive mindset with the ability to anticipate needs and follow through on commitments. Excellent interpersonal and relationship-building skills, with strong verbal and written communication abilities. Ability to manage multiple priorities in a fast-paced environment. Accountability and ownership of tasks and outcomes. Adaptability and flexibility in responding to changing priorities. High level of confidentiality and integrity.