Executive Assistant, Leadership

Iconic Power Systems is experiencing steady growth as we continue to build long-term relationships with existing clients and foster relationships with new clients by providing them with consistently high-quality products and services. 

If you are motivated by innovation, growth, teamwork, and complete client satisfaction, we have a career for you.

We offer an attractive remuneration package including health and RRSP benefits.

Summary

The Executive Assistant (EA) supports the CEO & President and the Senior Leadership Team by coordinating calendars, meetings, documentation, travel, expenses, client engagements, and other leadership level activities. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment.

In addition, this role provides administrative support to the Health, Safety, Security & Environment (HSSE) function, including maintaining safety documentation, supporting digital HSSE systems, coordinating contractor compliance platforms, assisting with reporting, training scheduling, and managing general HSSE administrative workflows.

Qualifications

• High School Diploma
• 10+ years' experience in administrative support or executive assistant roles.
• 2+ years' experience in HSE administrative work, preferably in construction.

Skills

• Proficient in Microsoft Office 365, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong analytical and problem‑solving skills. 
• High accuracy and attention to detail working with large data sets. 
• Ability to adapt and prioritize effectively in a fast‑paced environment. 
• Experience with HSSE platforms including:
  • SiteDocs 
  • ComplyWorks 
  • ISNetworld 
  • Avetta 
  • BIStrainer

Duties

Leadership Support Responsibilities

• Manage calendars for the CEO & President, CFO, and Leadership members.
• Attend leadership meetings and prepare minutes/action items. 
• Support Leadership members with monthly expense claim submissions. 
• Arrange all travel logistics for leadership. 
• Coordinate client engagements and internal/external meeting logistics. 
• Prepare, format, proofread, and file presentations, reports, correspondence, and minutes. 
• Serve as a key point of contact for internal and external stakeholders. 
• Conduct research and prepare reports based on leadership needs. 
• Plan and coordinate corporate events (fundraisers, tournaments, appreciation events). 
• Maintain organized systems for physical and electronic documentation. 
• Uphold strict confidentiality regarding sensitive business information.

Safety (HSSE) Administrative Support Responsibilities

• Provide administrative support to HSSE team members (Manager, Coordinators, Field Supervisors).
• Perform data entry and maintain HSSE platforms (ComplyWorks, ISNetworld, Avetta). 
• Maintain HSSE documentation including HSMS components (Manual, JSAs, SWPs, SJPs). 
• Assist with compilation of client monthly and annual reports. 
• Organize, maintain, and update HSSE SharePoint content.  
• Assist in preparing HSSE reports, presentations, and communications. 
• Support internal and external audits and maintain COR certification requirements. 
• Plan and coordinate safety engagement initiatives. 
• Additional responsibilities may be added as the role evolves.

Personal Characteristics

• Safety - We go home safe every night.
• Integrity - Around here our word means something. 
• Quality - Our quality stands on its own.
• Accountability- We provide solutions, not problems
• Teamwork - Great people working together.
• You have a calm demeanour and thrive in high-stress situations. You possess a nimble mind – You can think on your feet and resolve issues quickly.
• Capable of implementing a culture of winning. We win the projects we want to win
• You are someone people rely on. You are responsible and dependable.
• Approachable by all levels.
• Not afraid to approach difficult situation and dig in to find a solution,
• Self-motivated to make improvements and get tasks done on time – you want to see others in the company get the information they need at the right time.

Other 

• Strong written and verbal communication skills.
• Must have a valid Class 5 Driver's License.

Additional Information

• The above statements are intended to describe the general nature and level of work being performed by this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All staff may be required to perform duties outside of their normal responsibilities from time to time.