About this role
*About Miltera*
Miltera Machining Research Corp. is a rapidly growing Canadian advanced-manufacturing and engineering company specializing in ultra-precision, high-complexity components and manufacturing solutions. Miltera serves demanding industries including space, aerospace, advanced energy, power generation, performance automotive and other high-technology markets.
*Job Summary*
We are seeking a highly organized and proactive Executive Assistant to support our Chief Executive Officer. In this dynamic, fast-paced role, the Executive Assistant manages executive-level priorities, facilitates communication and handles critical administrative responsibilities with professionalism and discretion.
The successful candidate will play a central role in improving the CEO's efficiency and supporting Miltera's organizational success. This position requires excellent judgment, strong attention to detail, clear communication and the ability to anticipate needs while managing multiple priorities and confidential information.
*Key Responsibilities*
Executive Scheduling, Communication and Coordination
* Calendar and schedule management: Manage the CEO's calendar using Outlook, prioritize meeting requests, coordinate participants and resolve scheduling conflicts. * Mail and correspondence: Sort, filter and process incoming physical and digital mail, flag urgent matters and draft routine responses or follow-up communications. * Travel and itinerary planning: Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries and local logistics. * Customer visit preparation: Book restaurant reservations, prepare the boardroom, arrange catering and greet customers, suppliers and other guests upon arrival. * Liaison and communication: Serve as a professional point of contact between the CEO and internal or external stakeholders, ensuring requests and information are routed appropriately. * Phone and front-line representation: Handle incoming calls and inquiries with professional etiquette, sound judgment and a welcoming demeanor.
Administrative and Executive Support
* Maintain organized digital and physical files, records, contact information and executive reference materials. * Process expense reports, organize receipts and support basic budget tracking and administrative follow-up. * Prepare standard reports, presentations, meeting materials, agendas and other executive documents using Microsoft Office and Google Workspace. * Track action items and deadlines arising from meetings or executive requests, follow up with responsible parties and bring overdue or urgent matters to the CEO's attention. * Support meeting logistics, including room preparation, materials, technology, catering and post-meeting follow-up. * Handle confidential and sensitive business information with a high level of discretion and professionalism.
*Required Qualifications*
* Proven experience as an Executive Assistant, Personal Assistant or in a similar senior administrative support role. * High energy, self-motivation, resilience and a collaborative approach. * Proficiency in Microsoft Office Suite, specifically Outlook Calendar, Excel, Word and PowerPoint, as well as Google Workspace. * Strong organizational skills with the ability to prioritize tasks, manage competing deadlines and follow matters through to completion. * Clear written and verbal communication skills paired with professional phone etiquette and strong interpersonal judgment. * Professional demeanor and demonstrated commitment to maintaining confidentiality and handling sensitive information appropriately. * Experience with expense reporting, receipt organization and basic budget tracking. * Demonstrated ability to anticipate needs, solve problems independently and adapt quickly in a fast-paced environment. * Strong attention to detail and accuracy when preparing correspondence, schedules, reports and executive materials. * Ability to work on-site