Executive Assistant

Overview

Trimac isn't just a transportation company; it's an industry disruptor with a remarkable 80-year legacy of safely delivering products that improve people’s lives across North America. 

Our workplace culture is centered on being safe, respectful, innovative and inclusive. We are committed to maintaining a rewarding work environment that allows employees to experience new opportunities and build their chosen careers. Across the company, we encourage open communication, champion integrity, celebrate individuality and cultivate diverse talents and perspectives. If you’re ready for a challenge that will help drive forward an industry leading team, we invite you to begin your journey with us.

Job Details

Reporting to members of the C-Suite, this role provides high-level administrative support and partners closely with the executive leadership team, Board of Directors, and cross-functional departments. The Executive Assistant is a key liaison and trusted gatekeeper, ensuring the smooth and professional execution of daily activities.

Responsibilities

• Provide direct administrative support to three C-Suite executives (including but the CFO, COO, and CRO), and support the remaining C-Suite on an as-needed basis.
• Manage complex calendars, coordinate meetings (internal/external), and prioritize competing demands efficiently.
• Handle confidential correspondence and prepare reports, presentations, charts, and communications.
• Support C-Suite members by leading or coordinating small-scale projects and initiatives.
• Organize executive logistics for meetings, workshops, events, board sessions, including venue, catering, AV, travel, and materials.
• Serve as the point of contact between executives and internal/external stakeholders, including the Board of Directors.
• Prepare select Board and Committee materials on a quarterly basis.
• Reconcile monthly corporate credit card expenses and coordinate conference registrations and memberships.
• Coordinate corporate travel planning: flight, hotel, ground transportation, and ensure policy compliance.
• Collaborate with the Corporate Communications team on internal events, company-wide messaging, and engagement initiatives.
• Oversee logistics related to Trimac’s Saddledome suite, including ticket allocation and stakeholder coordination.
• Perform general office duties including invoice processing, supply orders, mail handling, courier services, etc.
•  Maintain Outlook address books and ensure contact information is up to date.
• Exercise independent judgment and manage multiple priorities in a fast-paced, high-trust environment.
• Support Board of Directors activities when required.

Qualifications

•  Post-secondary education in business administration or a related discipline.
•  Minimum of 3–5 years of experience supporting senior executives or C-Suite leaders.
•  Experience in a corporate environment with exposure to board-level governance is preferred

Benefits

We invest in our employee’s growth through training and development programs. We offer a comprehensive benefits package such as:

• Medical, Dental, Vision, Life Insurance, and many more health and wellness benefits
• Paid vacation, sick time, and company holidays
• Paid time off for volunteer activities to help give back to our communities
• Pension Plan
• Tuition Reimbursement Program to achieve your educational goals
• Continuous learning and career development

Who You Are

•  Exceptional interpersonal skills with the ability to handle sensitive and confidential information with discretion, poise, and professionalism.
•  Strong communication skills with the ability to interact across all organizational levels and external stakeholders.
•  Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
•  Highly detail-oriented with superior time management, organization, and multitasking abilities.
•  Self-starter who works independently while keeping key stakeholders informed and aligned.
•  Demonstrated flexibility and resilience under pressure with the ability to manage tight deadlines.

Safety Commitments

• We make safety a part of every decision
• We make safety personal
• We have the courage to intervene