Executive Assistant

POSTING: Executive Assistant

HOURS OF WORK, TERM: Full time, permanent

SALARY: Commensurate with Experience

LOCATION: Whitehorse, Yukon

Icefield Tools Corporation (ITC) has operated in Whitehorse, known as the “Wilderness City”, for more than 30 years. ITC develops and manufactures directional surveying and steering products for clients around the globe. Our specialty is the development and manufacturing of gyroscopic inertial navigation systems.

We are looking for an individual to provide senior-level administrative support, governance, client relationship and client account management, compliance, and HR coordination support to executive leadership

KEY RESPONSIBILITIES:

Executive & Administrative Support

• Manage complex executive calendars, meetings, and travel (including multiple time zones)
• Prepare executive correspondence, reports, presentations, and briefing materials
• Track action items, deadlines, and leadership priorities
• Act as a liaison between senior leadership, board members, and key stakeholders
• Manage client accounts and client relationships.

Corporate Governance & Board Support

• Coordinate Board of Directors and committee meetings (agendas, board packages, minutes, resolutions)
• Maintain corporate records and governance documentation in compliance with local legislation
• Track and follow up on board decisions and governance-related action items
• Support adherence to internal governance frameworks, policies, and codes of conduct

Legal and other support

• Coordinate legal matters with external legal counsel
• Maintain organized records for contracts, NDAs, licenses, corporate filings, and compliance documentation
• Support audits, annual corporate filings, and regulatory reporting requirements

• Assist with updating and tracking internal policies Provide executive-level administrative support for HR processes and reporting
• Coordinate executive and senior-level recruitment logistics, and onboarding.

• Maintain organized electronic and physical filing systems
• Identify opportunities to improve administrative, governance, legal, and HR processes
• Handle company’s social media presence and advertising

QUALIFICATIONS:

• Bachelor’s degree in business administration, Management, Legal Studies, HR, Marketing or a related field, OR equivalent professional experience
• 3+ years of experience as an Executive Assistant or Senior Administrative Professional
• Proven experience supporting senior or executive leadership in an established organization
• Demonstrated exposure to corporate governance, legal coordination, compliance, or HR administration
• Strong understanding of confidentiality, professionalism, and executive-level discretion
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
• Highly organized, detail-oriented, and able to manage multiple priorities in a structured environment
• Experience working with international stakeholders or across multiple time zones is an asset

Please forward your resume and cover letter: [email protected]