Executive Assistant to Chief Executive Officer

Executive Assistant to CEO

Ballard is searching for an experienced, high-performing Executive Assistant to support our Chief Executive Officer (CEO). This position requires exceptional organizational and communication skills, sound judgment, discretion, and the ability to thrive in a fast-paced, dynamic, and globally connected environment. As a trusted partner to the CEO, the Executive Assistant will play a pivotal role in maximizing executive productivity and acting as a liaison across internal and external stakeholders, including Board members, executive leadership, and industry partners.

The incumbent, independently performs special projects of a confidential nature which includes managing an extremely active calendar of appointments; completing expense reports; composing correspondence that are often confidential; arranging complex and detailed travel plans, itineraries, and agendas.

Responsibilities

• Provide proactive, confidential, and strategic administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence.
• Organize and coordinate executive-level meetings, including global time zone alignment, agenda preparation, minute-taking, and follow-ups on action items.
• Serve as a liaison between the CEO and internal/external stakeholders, ensuring timely and effective communication; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Prepare executive presentations, reports, and briefing materials with a high degree of accuracy and professionalism.
• Support planning and logistics for Board of Directors meetings, earnings calls, investor relations engagements, Employee Town Halls, and corporate events.
• Maintain an organized system for tracking priorities, key deliverables, and critical timelines for the CEO.
• Works closely with the Executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the leaders updated.
• Manage sensitive and confidential information with the utmost discretion and professionalism.
• Submits expenses and invoices for processing through ERP system (Oracle) and monthly credit card reconciliation.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executives' ability to lead effectively.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Draft and prepare correspondence for internal announcements, meetings, and organizations that the executive is involved with.
• Ability to function well in a high-paced environment; performs additional duties as assigned by Executive Team or Board of Directors.

Qualifications and Experience

• 8+ years of executive-level administrative experience, preferably supporting a CEO or C-Suite in a global and/or publicly traded company.
• Exceptional organizational and time management skills with the ability to manage multiple priorities seamlessly.
• Demonstrated experience in calendar management, complex travel itineraries, Board reporting
• Strong written and verbal communication skills; ability to write with clarity and brevity.
• High level of discretion and integrity with confidential information.
• Strong proficiency with Microsoft Office Suite, Share point, calendar and video conferencing tools (Outlook, Teams, Zoom), presentation software, ERP systems (Oracle an asset) and Diligent software.
• Demonstrated ability to work independently and exercise good judgment in a high-pressure environment.
• Strong attention to detail and commitment to excellence.
• Comfortable working across time zones and with global teams.
• Bachelor’s degree preferred; equivalent professional experience will be considered.

Key Competencies

• Executive presence and gravitas
• Discretion and confidentiality
• Relationship building and collaboration
• Strategic thinking and problem solving
• Initiative and follow-through
• Adaptability and resilience

The typical hiring range for this position is CAD$75,000 - CAD$95,000 per annum. In determining total compensation, Ballard considers many factors, including the successful Candidate’s job-related knowledge, skills, experience, position location, and internal equity. As part of our total rewards offering, permanent employees in this position may be eligible for our competitive annual short-term and long-term bonus program, subject to program eligibility requirements.

As a Ballard employee, we want you to feel valued and appreciated for your efforts. That’s why we offer a competitive benefits package in addition to a performance-driven compensation philosophy. From bonuses to benefits, our people work hard and we believe they should be rewarded for it.

• Extended health and dental benefits, and employee assistance program
• Paid time off
• Retirement plan matching
• Onsite fitness facility & yoga classes
• Extensive learning opportunities, catalog of development course offerings
• People networks and mentorship programs (to name a few)

Note: The incentive programs, benefits, and perks have certain eligibility requirements. The Company reserves the right to alter these incentive programs, benefits, and perks in whole or in part at any time without advance notice.

Our Values

Listen & Deliver | Quality. Always. | Inspire Excellence | Row Together | Own It

Ballard values diversity in the workplace and is committed to Employment Equity. We encourage applications from all qualified candidates.