Job Description

Executive Assistant to the President

The Vision

Parklane continues its endeavor to become the best-in-class provider of noise control solutions across all North American ICI market segments. This journey however falls far beyond low-cost driven market expansion. Rather, creating a 'shift' in conventional practice by delivering true site integrated solutions aimed at alleviating stakeholder risk and uncertainty - at Parklane we Simplify Noise Control.

The Company

Parklane Mechanical Acoustics is a family owned and operated business, providing engineered noise control solutions to the ICI sector across North America. Parklane has over a 30-year legacy in the noise and vibration control industry, historically focusing on customized, solution-based noise control applications. Parklane has experienced sustained rapid growth since 2014 through leveraging its reputation as a premium service provider across targeted market sectors, and further developing its core engineering and manufacturing capabilities.

Parklane's unique 'solutions-based' delivery model provides clients with full customization of both the noise control solution and the scope required to implement it. As a result, Parklane's ability to seamlessly integrate these solutions into a myriad of different applications has yielded several new growth opportunities across various market sectors and geographic areas.

Our Culture

Culture at Parklane is the cornerstone of our success. Alignment with our core values is therefore the single most important aspect of any Team Member's performance. In implementation, this means living by the following:

Challenge, Accepted - at Parklane, we are dedicated to solving complex problems. We embrace a mindset overcoming - what can seem to be - insurmountable challenges. Our team is consistently encouraged to approach difficulties with determination, creativity, and a positive attitude. We are willing to take on new and unfamiliar tasks, push beyond our comfort zones, and continuously seek growth and improvement. This is critical for fostering a culture of resilience, adaptability, and a commitment to finding innovative solutions. Share the Wins, Own the Losses - team-based collaboration and personal accountability are the pillars of our culture that has been cultivated since the inception of the business. It means celebrating successes together as a collective effort and recognizing the contributions of all team members. It also means taking responsibility for mistakes, learning from them, and collectively finding ways to improve. Built on Client Relationships - Parklane is a referral-based business, thus building and maintaining customer relationships drives every critical decision we make. Prioritizing client satisfaction, understanding their needs, and delivering exceptional customer service demonstrates our commitment to building trust, reliability, and loyalty with clients, which ultimately contributes to Parklane's success and reputation. Work Hard, Play Hard - As a solutions-based business, challenges are very rarely straight forward. Therefore, it is our team's commitment to perseverance and hard work that continues to make us successful. Putting the effort in to the role is an expectation of the team as much as it is the expectation of the organization.
We also feel that celebrating achievements are just as important as accomplishing them...so having some fun is a must (LET'S GOOO)!

The Role

We are seeking a highly organized, professional, and proactive Executive Assistant to provide comprehensive support to the President. This role is pivotal in ensuring the President's time is managed efficiently, operations run smoothly, and communications are handled with the highest level of professionalism.

The successful candidate will anticipate the needs of the President, manage a complex calendar, coordinate meetings and travel, prepare reports and presentations, and act as a trusted liaison with internal and external stakeholders.

Key Responsibilities

Calendar and Schedule Management

Maintain and manage the President's calendar, ensuring optimal scheduling of meetings, appointments, and events. Coordinate across departments to schedule meetings, avoiding conflicts and ensuring priority items are accommodated. Proactively anticipate scheduling conflicts and make recommendations to optimize the President's time. Track deadlines, commitments, and follow-ups, ensuring timely completion of tasks.
Meeting and Event Coordination

Schedule and organize internal and external meetings, including board meetings, management meetings, and client-facing engagements. Prepare detailed agendas, briefing materials, and background information for meetings. Take accurate meeting minutes, summarize action items, and follow up to ensure tasks are completed. Coordinate logistics for company events, conferences, and offsite meetings.
Communication and Correspondence

Act as the first point of contact for internal teams, clients, and external stakeholders, screening calls, emails, and inquiries. Draft, proofread, and manage correspondence, reports, presentations, and other documents on behalf of the President. Ensure all communications are professional, timely, and aligned with company messaging.
Travel and Expense Management

Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries. Prepare travel briefs with relevant materials and schedules for meetings, events, and site visits. Process expense reports, track reimbursements, and maintain accurate records in line with company policies.
Administrative and Operational Support

Organize and maintain confidential files, records, and documents, both physical and digital. Support the President in preparing reports, presentations, and strategic documents for internal and external stakeholders. Assist with special projects, research, and data analysis as needed. Ensure smooth workflow of information between the President's office and other departments.
Relationship Management

Build and maintain strong relationships with internal teams, clients, vendors, and key stakeholders. Serve as a liaison between the President and staff to ensure seamless communication and follow-up. Uphold the highest level of discretion and confidentiality in handling sensitive information.

Qualifications & Experience

Minimum 5 years of experience as an executive assistant or administrative professional supporting senior leadership, ideally at the C-suite level. Exceptional organizational skills, time management, and attention to detail. Experience preparing reports and presentations for senior leadership and external stakeholders. Ability to multitask, prioritize, and manage complex schedules effectively. Strong written and verbal communication skills. High level of discretion, professionalism, and integrity. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools; familiarity with project management software is a plus. Ability to work independently, exercise initiative, and anticipate needs proactively. Strong problem-solving skills and ability to handle urgent requests with grace. Familiarity with event planning and coordination.

Working Conditions

Full-time position, primarily office-based with occasional remote work flexibility. Occasional extended hours, evening, or weekend work may be required depending on business needs. Travel may be required for meetings, conferences, or company events.

Why Join Parklane?

At Parklane, you will be joining a dynamic and growing organization where your contributions will have a tangible impact. Our culture fosters collaboration, innovation, and personal growth, aligning with our core values:

Challenge, Accepted:

Embrace problem-solving and innovation.

Share the Wins, Own the Losses:

Celebrate team successes and take accountability.

Built on Client Relationships:

Deliver exceptional service and foster trust.

Work Hard, Play Hard:

Commit to excellence while enjoying the journey.
If you are a results-driven accounting professional looking to take the next step in your career within a fast-growing company, we encourage you to apply!

Job Type: Full-time

Experience:

Executive Assistant: 5 years (required)
Work Location: In person