Position Title: Executive Assistant
Reports to: Chief Executive Officer
Job Summary: The Executive Assistant provides seamless support and execution of responsibilities for the Executive Leadership Team. This role requires exceptional organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities effectively. The Executive Assistant serves as a critical liaison between leadership, team members, and external stakeholders, ensuring smooth communication and efficient operations.
Key Responsibilities:
- Executive Support: Provide comprehensive administrative assistance to the Executive Leadership Team, ensuring seamless daily operations and handling confidential information with discretion.
- Presentation and Correspondence Management: Coordinate, prepare, and proofread presentations and correspondence for meetings with internal and external stakeholders, including leadership meetings, board meetings, employee events, and external and internal communications.
- Calendar Management: Manage complex calendars, prioritizing and scheduling meetings and activities for executives and leadership teams.
- Travel Arrangements: Coordinate travel logistics, prepare detailed itineraries, maintain passports, and secure visas as needed.
- Communication Liaison: Serve as a point of contact between the Executive Leadership Team and their teams, drafting and sending professional communications on behalf of executives.
- Project Coordination: Assist in tracking and managing ongoing projects, ensuring deadlines are met and progress is communicated effectively. Create project timelines, task plans, and resource allocations as needed.
- Meeting Preparation: Organize and prepare materials for leadership meetings, document minutes, and follow up on action items to ensure alignment on priorities.
- Miscellaneous Support: Perform other administrative tasks as needed to support the Executive Leadership Team in achieving their strategic goals.
- Digital file organization: Managing Teams Channels, Central Files, Contracts, Supply Agreements, Lender Documents.
Qualifications:
- Bachelor's degree or equivalent experience preferred.
- 5 plus years of proven experience in an executive support or administrative role.
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
- Positive attitude, attention to detail, and proactive problem-solving skills.
- Ability to work independently with minimum supervision.
- Ability to work extended hours when necessary.
Working Conditions:
- Standard office environment
- Hybrid work model, where employees spend most of their time working onsite while still having the flexibility to work from home one day a week.
- Comprehensive Benefits Package.