Executive Administrator

The Executive Administrator plays a pivotal role in providing high-level administrative, organizational, and coordination support to the President & CEO and the broader executive team. This position ensures smooth day-to-day operations of the executive office by managing communications, meetings, documentation, and logistics with a high degree of professionalism, discretion, and attention to detail. The role requires exceptional organization, judgment, and the ability to manage multiple priorities in a fast-paced, confidential environment.Your Contribution:1. Executive & Administrative Support• Prepare, proofread, and edit correspondence, reports, presentations, and external communications.• Handle confidential information with professionalism and discretion.• Attend meetings, record and distribute minutes, and track action items to completion.• Serve as the main point of contact between the executive office and internal/external stakeholders.2. Board & Committee Coordination• Act as the primary liaison between the Company and its Board of Directors.• Schedule and coordinate quarterly board and committee meetings, including logistics and materials.• Draft, compile, and distribute meeting packages, minutes, and resolutions.• Coordinate board member travel, accommodation, and expense processing.• Uphold the strictest confidentiality on all governance and corporate matters.3. Legal Administrative Support• Assist with the organization, preparation, and maintenance of corporate legal documents, including contracts, resolutions, and minute books.• Prepare draft agreements, standard templates, and correspondence under the direction of external or in-house counsel.• Coordinate corporate filings, registrations, and document submissions to ensure compliance with applicable laws and securities regulations.• Liaise with external legal counsel, auditors, and regulatory agencies to support corporate legal matters.• Manage document tracking, execution, and storage systems for legal and governance records.• Facilitate shareholder communications and maintain accurate records of correspondence.• Ensure all activities are performed in a support capacity and do not include the provision or interpretation of legal advice.4. Office Support & Coordination• Assist internal communication initiatives and ensure smooth information flow across departments.• Support daily operations of the corporate office to ensure a professional and efficient environment.5. Financial & Budget Administration• Support corporate budget planning and monitoring activities.• Coordinate payments, invoices, and other administrative financial tasks as required.6. Event Planning & Corporate Engagement• Plan and coordinate internal and external meetings and conferences.• Manage logistics, catering, presentation setup, and post-event follow-up.• Represent executive interests while fostering a collaborative and inclusive workplace culture.Qualifications:• Diploma or certificate in Business Administration, Legal Administration, or a related field.• Minimum 5+ years of experience providing senior administrative support to executives, boards, or legal functions.• Experience supporting corporate governance, regulatory filings, or public company compliance considered an asset.• Demonstrated understanding of corporate legal processes and document management best practices.• Strong administrative and organizational skills with exceptional attention to detail.• Excellent written and verbal communication abilities.• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).• Ability to manage multiple priorities in a fast-paced, confidential environment.• High degree of professionalism, integrity, and discretion in handling sensitive information.Skills, Knowledge, and Abilities• Office Setting: This position is primarily based in a professional corporate office environment, requiring regular in-person presence to support executive operations, meetings, and confidential documentation handling.• Confidential and Fast-Paced: The role involves working on sensitive legal and corporate matters within a dynamic and fast-paced environment that requires discretion, accuracy, and sound judgment.• Collaboration: Regular interaction with executive leadership, board members, internal departments, and external stakeholders, including legal counsel and regulatory bodies.• Technology Use: Frequent use of standard office equipment (computer, phone, copier/scanner) and digital collaboration tools such as Microsoft Office 365, Teams, and virtual meeting platforms.• Professionalism: Expected to maintain a high level of professionalism, integrity, and confidentiality at all times while representing the company’s values and executive office. Why Join ZYUS?Comprehensive health and dental benefitsRetirement savings optionsAccess to on-site gym Please submit your resume to careers@zyus.com. We appreciate all applicants for their interest; however, only those selected for the next stage will be contacted.