Assistant To Jobs in Whitby, ON (NOW HIRING)

About Us:

How many companies can say they've been in business for over 179 years?

Here at ZEISS, we certainly can! As the pioneers of science, ZEISS handles the everchanging environments in a fast-paced world, meeting it with cutting edge technologies and continuous advancements. ZEISS believes that innovation and technology are the key to a sustainable future and solutions for global change. We have a diverse range of portfolios throughout the ZEISS family in segments like Industrial Quality & Research, Medical Technology, Consumer Markets and Semiconductor Manufacturing Technology. We are a global company with over 42,000 employees and have over 4,000 in the US and Canada alone! Make a difference, come join the team!

What's the role?

The Executive Assistant to the President serves as a trusted partner to the President, providing high-level executive, operational, and project support that enables organizational effectiveness and execution of key business priorities. This role acts as the central coordination point for the President's Office, ensuring alignment across stakeholders, managing initiatives, supporting executive communications, and enhancing employee engagement and workplace experiences.

Operating at the intersection of executive administration, project management, communications, and organizational coordination, the incumbent anticipates business needs, drives follow-through on critical initiatives, and fosters collaboration across the organization. The role requires exceptional judgment, discretion, executive presence, and the ability to manage multiple priorities in a dynamic environment.

The role serves as the central coordination point for the President's Office and acts as the first point of contact for guests and visitors, helping create a professional and welcoming workplace experience while supporting executive priorities and initiatives.

Sound Interesting?

Here's what you'll do:

Primary Duties and Responsibilities:

Executive Office Coordination

• Manage the President's calendar, priorities, travel arrangements, and executive scheduling requirements.

• Coordinate leadership meetings, business reviews, town halls, strategic planning sessions, and executive events.

• Prepare agendas, briefing materials, presentations, meeting notes, and follow-up action plans.

• Monitor and track executive commitments, ensuring timely completion of deliverables and action items.

• Serve as a key liaison between the President, Executive Leadership Team, employees, customers, and external stakeholders.

• Handle highly sensitive and confidential information with professionalism and discretion.

• Anticipate the President's needs and proactively identify opportunities to improve effectiveness and organizational efficiency.

Project Coordination

• Coordinate and support initiatives and cross-functional projects sponsored by the President and Executive Leadership Team.

• Develop project plans, timelines, milestones, and progress tracking mechanisms.

• Facilitate collaboration across departments to ensure alignment and timely delivery of organizational priorities.

• Monitor project risks, dependencies, budgets, and resource requirements.

• Prepare executive dashboards, status reports, presentations, and project updates for leadership review.

• Support change management and implementation activities associated with business transformation initiatives.

• Identify opportunities for process improvement and operational excellence.

Executive Communications

• Draft, edit, and coordinate executive communications on behalf of the President.

• Develop presentations, leadership messaging, employee communications, speeches, and briefing documents.

• Support communication strategies that reinforce organizational priorities, culture, and business objectives.

• Ensure consistency, professionalism, and quality across all executive communications.

• Coordinate internal communication campaigns, leadership updates, and employee engagement messaging.

• Create and coordinate content for corporate social media platforms, including executive announcements, employee recognition, community involvement initiatives, employer branding, and organizational milestones.

• Collaborate with internal stakeholders to ensure social media content aligns with corporate messaging, brand standards, and communication objectives.

• Monitor social media content calendars and support the execution of internal and external communication initiatives across digital channels.

• Assist in promoting company events, culture initiatives, employee engagement activities, and corporate achievements through digital and social media channels.

• Support stakeholder outreach and relationship management activities.

Employee Experience & Engagement

• Coordinate employee engagement, recognition, social, and culture-building initiatives.

• Organize company events, leadership forums, Lunch & Learn sessions, town halls, and employee meetings.

• Manage event logistics including venue arrangements, catering, audiovisual requirements, participant communications, and onsite coordination.

• Assist in planning and coordinating community involvement, volunteer, wellness, and culture-building initiatives.

Office & Workplace Operations

• Support the efficient operation of the President's Office, front-office functions, and overall workplace experience.

• Serve as the primary point of contact for visitors, guests, customers, vendors, and other external stakeholders, ensuring a professional, welcoming, and service-oriented experience.

• Manage visitor reception, incoming calls, general inquiries, mail, courier services, and office correspondence.

• Coordinate meeting room scheduling, workspace logistics, and reception area operations to support day-to-day business activities.

• Plan and coordinate meeting and event logistics, including room setup, catering, food and beverage service, hospitality arrangements, audiovisual requirements, materials preparation, and post-event activities.

• Manage food service and hospitality arrangements for executive meetings, customer visits, leadership sessions, training programs, town halls, and company events.

• Maintain office supplies, workplace amenities, and shared office resources while ensuring cost-effective and efficient operations.

• Coordinate facilities-related activities, office vendors, service providers, and workplace support services.

• Support office safety, emergency preparedness, and workplace experience initiatives that foster a productive and engaging environment.

• Manage office-related budgets, purchasing activities, invoices, and expense administration as required.

• Ensure meeting spaces, executive events, and workplace activities are organized, professional, and aligned with company standards.

• Maintain relationships with catering, hospitality, and workplace service providers to ensure high-quality service delivery and employee satisfaction.

• Identify opportunities to enhance workplace operations, visitor experiences, and overall organizational effectiveness.

Stakeholder & Relationship Management

• Build and maintain strong relationships with internal and external stakeholders at all levels.

• Coordinate interactions with customers, business partners, community organizations, and industry contacts as required.

• Represent the President's Office with professionalism, diplomacy, and sound judgment.

• Promote collaboration and effective communication across business functions.

Do you qualify?

Experience and Education Requirements:

• Bachelor's degree in Business Administration, Communications, Project Management, Public Relations, or a related discipline preferred.

• Minimum 3-5 years of progressive experience supporting senior executives, executive offices, or business operations.

• Demonstrated experience coordinating projects, initiatives, and cross-functional activities.

• Experience preparing executive presentations, reports, and professional communications.

• Strong business acumen and understanding of organizational operations.

• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.

• A valid driver's license and access to reliable transportation are considered assets to support travel requirements associated with the role.

• Advanced proficiency in Microsoft 365 applications, including Outlook, MS Teams, Word, Excel, PowerPoint, and SharePoint.

• Proven ability to maintain confidentiality and exercise sound judgment in sensitive situations.

Other Skills:

• Occasional evening or early morning attendance at company events, meetings, or executive functions.

• Ability to thrive in a fast-paced, dynamic environment with frequently changing priorities and deadlines.

• Occasional travel may be required to support business needs, including meetings, training, and other company-related activities. Travel may involve air or ground transportation.

• Usually, normal office working conditions.

• Physical demands include a considerable amount of time sitting and typing, using a computer (e.g., keyboard, mouse, and monitor).

The annual pay range for this position is $73,000 - $92,000

The pay offered for this role may be influenced by factors such as job location, scope of role, qualifications, education, experience, & complexity/specialization/scarcity of talent.

This position is also eligible for a performance bonus or sales commissions. ZEISS also offers robust benefits, including medical plans, retirement savings plan and paid time off.

We have amazing benefits to support you as an employee at ZEISS!

• Medical

• Vision

• Dental

• RRSP

• Employee Assistance Program

• Paid time off including vacation, personal, and sick days

• The list goes on!

As part of our recruitment process, we currently do not use Artificial Intelligence (AI) to assess applications or make hiring decisions. This job posting is for an existing vacancy.

The above is intended to describe the general content and requirements for this job. It is not to be construed as an exhaustive statement of requirements, duties, or responsibilities. The Company reserves the right to interpret, amend, or otherwise modify, in whole or in part, any job description at any time, at its sole discretion.

Your ZEISS Recruiting Team:

As part of our recruitment process, we currently do not use Artificial Intelligence (AI) to assess applications or make hiring decisions. This job posting is for an existing vacancy.

Accommodation

ZEISS is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices. Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.