Job Description

The Executive Assistant to the CEO provides high-level administrative and logistical support to the Chief Executive Officer to ensure they can effectively lead the organization. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and priorities in a fast-paced environment. The Executive Assistant ensures seamless communication and coordination between the CEO, Board members, Executive leadership, and internal and external stakeholders.

Key Responsibilities

Executive Support

Manage and maintain the calendars of the CEO and select executive team members, including scheduling meetings, coordinating travel arrangements, processing expense reports, and supporting event logistics. Prepare, edit, and format correspondence, presentations, and reports on behalf of the CEO and other executives as needed. Screen, prioritize, and manage incoming communications for the CEO and executive team, responding on their behalf when appropriate and ensuring timely follow-up. Provide proactive administrative and operational support to other executive team members, fostering seamless communication, coordination, and alignment across leadership. Serve as a liaison between executives and internal teams to ensure timely execution of leadership directives and initiatives. Assist the CEO and executive team in tracking strategic initiatives, monitoring progress, and following up on action items. Coordinate and manage special projects and cross-functional initiatives as assigned by the CEO and executive leadership team.

Board Support

Support the Board with administrative items, including expense reporting, remuneration processing, travel arrangements and event coordination. Support the legal team with Board-related governance requirements, including accurate record-keeping of Board minutes and resolutions. Coordinate logistics for Board meetings, committee meetings, and annual general meetings, including internal or external space requirements, catering and travel. Additional support or administrative activities for the board, as required.

Operational Support

Support the management of executive hosted internal or external meetings, such as Employee Town Halls or Capital Markets Day, including the collection and circulation of documents, logistical details, and scheduling. Support the People & Culture team in company-led events, including planning, preparation, and execution of the event. Flexibility to work earlier hours as needed (e.g., 7:00 AM - 4:00 PM) to support executive priorities and business needs. Available to adjust hybrid work schedule to align with the CEO's availability, ensuring on-site support during their in-office days.

Requirements

Bachelor's degree in Business Administration or related field preferred. Minimum 5-7+ years of experience supporting senior executives with proven expertise in Board governance. Demonstrated success thriving in fast-paced, high-change, and complex organizational environments. Public company experience an asset.

Skills and Attributes

Exceptional organizational and time-management skills. Strong written and verbal communication skills, with impeccable attention to detail. High emotional intelligence (EQ) and ability to navigate sensitive interpersonal dynamics. Strategic, proactive, and anticipatory approach to workload and problem-solving. Technology Savvy with proficiency in productivity tools, communication platforms, and scheduling systems. Ability to quickly learn and navigate various platforms and systems, including: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom). Document management systems (e.g., SharePoint, OneDrive). Board portal software (e.g. Diligent or NASDAQ Boardvantage). Collaboration tools (e.g., Teams). Expense and travel management systems. CRM or ERP systems as required (e.g. Oracle). Comfortable troubleshooting minor technical issues and supporting virtual/hybrid meetings. Calm under pressure, adaptable, and comfortable with rapid change. Ability to maintain confidentiality and handle sensitive information with discretion. Prioritize conflicting needs with ease; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Strong project management capabilities, with a track record of driving work to completion.



The typical hiring range for this position is CAD$80,000 - CAD$90,000 per annum. In determining total compensation, Ballard considers many factors, including the successful Candidate's job-related knowledge, skills, experience, position location, and internal equity. As part of our total rewards offering, permanent employees in this position may be eligible for our competitive annual short-term bonus program, subject to program eligibility requirements.


As a Ballard employee, we want you to feel valued and appreciated for your efforts. That's why we offer a competitive benefits package in addition to a performance-driven compensation philosophy. From bonuses to benefits, our people work hard and we believe they should be rewarded for it.

Extended health and dental benefits, and employee assistance program Paid time off Retirement plan matching Onsite fitness facility Extensive learning opportunities, catalog of development course offerings People networks and mentorship programs (to name a few)
Note: The incentive programs, benefits, and perks have certain eligibility requirements. The Company reserves the right to alter these incentive programs, benefits, and perks in whole or in part at any time without advance notice.

Our Values

Listen & Deliver | Quality. Always. | Inspire Excellence | Row Together | Own It
Ballard values diversity in the workplace and is committed to Employment Equity. We encourage applications from all qualified candidates.