Overview
Executive Administrative Assistant Jobs in Millbrook, Canada at BWX Technologies, Inc.
Location: Millbrook
Executive Administrative Assistant
Peterborough, ON
Our Role
We are seeking a highly organized and proactive Executive Administrative Assistant to support our local Director(s) and the broader management team. This role is central to office operations and serves as the primary point of contact for staff, internal stakeholders, and external partners. The Executive Assistant will manage a wide range of executive-level responsibilities including information coordination, corporate travel, preparation of high‑quality documentation, and support for strategic initiatives.
Your
Day to Day
Executive & Administrative Support
- Provide comprehensive administrative support to the Executive team.
- Extract, manipulate, and analyze data from Excel, databases, and other internal systems.
- Plan, schedule, and execute special projects.
- Research, draft, and prepare background materials, presentations, reports, and briefing notes.
- Receive, redirect, and respond to communications on behalf of the Director, ensuring urgent matters are prioritized.
- Create polished materials and presentations for meetings.
- Manage complex travel arrangements (airfare, accommodations, transportation, itineraries).
- Prepare and process expense reports.
- Support ongoing improvements to management system processes and procedures.
General Office Operations
- Serve as a positive, professional liaison across departments and organizational levels.
- Maintain document control, ensuring compliance and accuracy in filing, editing, and distributing materials.
- Create and manage office administrative systems and services.
- Identify and implement best practices in office administration.
- Support new employee onboarding (workspace setup, organization charts, general admin support).
- Assist with inter-office committees and project-based tasks, including agendas, minutes, and document preparation.
- Support Employee Engagement initiatives, Employment Equity activities, and Recreation Association events.
- Oversee office operations, including room bookings, catering, visitor coordination, and workflow optimization.
- Monitor kitchen, meeting spaces, and common areas; coordinate cleaning and re-ordering of supplies.
Other Duties
This role may expand or shift based on organizational needs. Additional duties may be assigned to support evolving priorities.
Required Qualifications
- Minimum 2 years of relevant administrative or executive support experience.
- Strong knowledge of business office procedures and workflows.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent verbal and written communication skills.
- Highly organized with exceptional attention to detail.
- Proven ability to manage competing priorities and work effectively under pressure.
- Strong interpersonal and relationship-building skills.
- Demonstrated initiative and ability to anticipate needs.
- Effective problem‑solving skills.
- Experience with travel bookings, meeting coordination, expense reporting, and agenda preparation.
Familiarity with AI Tools
- Experience using AI tools to enhance productivity (e.g., document drafting, research summarization, scheduling optimization, presentation preparation, workflow automation).
- Comfort experimenting with technology solutions that improve efficiency and office processes.
- Ability to identify opportunities where AI tools can streamline tasks or support decision-making.
Desired Qualifications
- Highly accountable and reliable.
- Flexible and adaptable to change.
- Professional, friendly, and approachable.
- Enthusiastic, curious, and willing to learn.
- Comfortable contributing within and beyond standard job responsibilities.
What We Can Offer You
We offer comprehensive and competitive benefits for our employees and their families.
- Comprehensive Health Benefits – Including health, dental, vision, and disability coverage.
- Secure Your Future – Defined Contribution Pension Plan and an optional Company‑matched retirement savings plans (RRSP/TFSA/EPSP).
- Help Grow Our Team – Earn generous referral bonuses with our two‑tiered Employee Referral Program.
- Invest in Your Education – Up to $5,250 USD per year through our Educational Refund Plan.
- Professional Development – Access to training, certifications,…
Title: Executive Administrative Assistant
Company: BWX Technologies, Inc.
Location: Millbrook, Canada
Category: