executive assistant

EMPLOYMENT OPPORTUNITYExecutive Assistant to the President & CEOLocation: Edwardsville, Nova Scotia (Sydney area) · In person, with flexibilityReports to: Shannon Lynch Colbourne, President, CEO & OwnerEmployment type: Full time, permanentCompensation: Depends on experience, also includes benefits and pensionAbout usWe are a group of four Nova Scotia companies with a shared ambition: from Nova Scotia to the world. Cape Breton Beverages has been bottling Pepsi products in Cape Breton for 77 years, across four generations of the same family. Trans-Atlantic Preforms has manufactured PET preforms for customers across Canada and internationally for more than 35 years. Nova Scotia Spirit Co. produces Blue Lobster spirits and ready-to-drink beverages, now expanding distribution nationally. Annapolis Cider Company is an award-winning craft cidery in the Annapolis Valley, recognized internationally for its cider. Together we employ more than 170 people across the province. We are growing, we are ambitious, and we are building the systems and leadership infrastructure to support our next stage of growth.About the roleThis role exists to protect and multiply the time of the President and CEO. You will be the person who makes sure the right things get scheduled, the right people get answers, the right preparation happens before every meeting, and nothing falls through. You will work across all four companies, alongside the executive team, and with external partners including our national distributor, industry associations, legal and financial advisors, and government.This is a role of significant trust. You will have access to confidential information about our businesses, our people and the CEO's personal and family matters every day. The role also includes a personal support component, described plainly below. It is roughly one fifth of the work, and it is written into the role deliberately so there are no surprises.What you will doCalendar and time managementOwn the CEO's calendar across four businesses and set the weekly and monthly rhythmProtect blocks for focused work, plant visits and thinking time, and defend themTriage incoming meeting requests, declining or redirecting what does not need the CEOAnticipate conflicts weeks ahead rather than resolving them the same morningPrepare the CEO for each day: what is coming, who is attending and what is neededCommunication and correspondenceManage and triage the CEO's inbox, surfacing what matters and handling what does not need herDraft correspondence, letters and communications on her behalfAct as a professional first point of contact for external partners and internal staffTrack commitments made in meetings and follow through until they are closedTravel and logisticsPlan and book all business travel: flights, accommodation, ground transport and itinerariesBuild detailed itineraries with contingencies, not just confirmationsManage expense reporting and reconciliationCoordinate travel for industry commitments across Canada and internationallyMeeting and board supportPrepare agendas, briefing notes and materials in advanceCoordinate executive and leadership meetings across four entitiesTake minutes, capture decisions and action items, and track them to completionSupport board, shareholder and advisory meeting preparationExternal and industry commitmentsSupport the CEO's international industry association responsibilities, including meeting coordination, communications and event logisticsCoordinate with external counsel, accountants and advisors on scheduling and document flowManage speaking requests, community requests and invitationsAdministration and follow-throughMaintain organized digital filing so documents can be found in seconds, not hoursCoordinate with the finance and administration team on contracts, records and approvalsRun small projects end to end when askedNotice what is not working and propose a better way to do itLook for opportunities to simplify Location Various locations Edwardsville , , NS