Executive Assistant to the CEO Office

Full Job Description

NFI is a leading global bus manufacturer of mass mobility solutions under the brands New Flyer® (heavy-duty transit buses), MCI® (motor coaches), Alexander Dennis Limited (single and double-deck buses), Plaxton (motor coaches), ARBOC® (low-floor cutaway and medium-duty buses), and NFI Parts™. NFI currently offers the widest range of sustainable drive systems available, including zero-emission electric (trolley, battery, and fuel cell), natural gas, electric hybrid, and clean diesel. In total, NFI supports its installed base in our buses and coaches around the world. Further information is available at .

POSITION SUMMARY: As Executive Assistant to the President & CEO, EVP & CFO and the NFI Board of Directors, this position will play a key role leading the coordination of a wide variety of administrative and executive assistant responsibilities at a senior support level including: task scheduling, reviewing, prioritizing and responding to inquiries, answering and returning phone calls, preparing and organizing documents including the board portal, maintaining records, travel planning and expense reporting. We are seeking a dynamic and experienced Executive Assistant, with the perfect combination of education, skills, personal qualities with a passion for assisting top-level management. If you are ready to take on a challenging and rewarding role within an organization where teamwork, quality, accountability. safety, sustainability, and integrity are the core values, we want to talk to you!

WHY JOIN US:

• Be a part of a team leading the world’s electrification of mass mobility.
• Competitive Wages and comprehensive benefit package with immediate benefit eligibility
• Paid holidays and vacation
• Defined Contribution pension plan with generous company match
• Passionate about creating a better product, a better workplace, and a better world
• Inclusive workplace culture that values and empowers team members.
• On-the-job training in a continuous learning environment (we’ve invested $10.9 million in 2023)
• Advancement opportunities within our family of companies

WHAT YOU WILL DO:

Schedule and Manage CEO/CFO Calendars:

• Coordination and management of the CEO/CFO time by reading, researching, and routing correspondence.
• Working closely with the CEO/CFO and ensure the daily schedule is well communicated and assisting others in setting up meetings in their calendar,
• Monitor CEO/CFO schedule, identifying potential schedule conflicts and assist in ensuring they are where they should be and when, factoring in necessary downtime, personal commitments, and specific scheduling preferences.

Manage Email and General Communication:

• Developing documents and preparing reports, summarizing information, including reviewing written documents to ensure quality control of format, style, and grammar.
• Screen and respond to incoming inquiries and phone calls with tact, diplomacy and on a timely basis. Interacts in a professional and confidential manner with various internal and external contacts, clients, Board members and executives.

Administrative Support - NFI Board of Directors:

Provide administrative support to ensure all essential required documents and information is ready and provided. (ie. recording minutes, scheduling/planning/sending calendar invites for board and board committee meetings, processing planning travel and processing expense reports).

• Conduct research, collect and analyze information to support executive decision-making processes.
• Prepare and organize documents, reports, letters and presentations for meetings and other executive needs using PowerPoint, Word and Excel programs.
• Ownership of company-wide executive, leadership and council meeting calendar
• Coordinate and plan meetings including internal communications framework session to ensure Board/CEO/CFO readiness (ex. Executive meetings/workshops, Executive Exchanges, Leadership Team Huddles, etc.).
• Act as an extension to the Board/CEO/CFO representative in identified meetings, assess involvement requirement, and may make decisions with understanding of the Board/CEO/CFO strategy.
• Administration of Community Support and Sponsorship Program in coordination with CEO and EVP People and Culture including administration of program policy, central budget management, program requests and related responses.
• The position may attend local meetings or travel with or on behalf of the CEO or CFO to manage events, may act on their behalf in managing assigned responsibilities, and take comprehensive notes or minutes, and establish and monitor initiatives or project actions.

WHAT YOU NEED TO BE SUCCESSFUL:

• Post Secondary education in Business Administration or equivalent experience.
• Proven experience as an Executive Assistant or similar role supporting C-level executives.
• Strong organizational and time management skills.
• Exceptional written and verbal communication skills.
• Highly proficiency in Microsoft Office 365, including SharePoint, Teams, Outlook. Word, Excel and PowerPoint
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Proactive and resourceful with the ability to anticipate needs and priorities.
• Detail oriented with excellent time management skills, ability to handle unexpected changes, urgent requests, and competing deadlines.
• Strong attention to detail and a high level of accuracy.
• Ability to represent executive and the company with professionalism and poise.

NFI Group | We Move People - YouTube

NFI Group is an equal opportunity employer. We celebrate diversity, ensure equitable experiences, and are committed to creating an inclusive environment reflective of the communities we operate. Accommodations are available at all stages of the recruitment process, at the candidates’ request .

NFI Group is a leading independent global bus manufacturer providing a comprehensive suite of mass transportation solutions. News and information are available at , , , , , and .