Executive Assistant

POSITION SUMMARY The Executive Personal Assistant provides confidential executive, administrative, and personal support to the executive team. This role serves as a trusted partner, managing the executives schedule, communications, travel, special projects, and select personal matters while acting as a liaison between the executive and internal and external stakeholders as required. KEY RESPONSIBILITIES EXECUTIVE ADMINISTRATION * Manage and maintain executive complex calendar, appointments, meetings, and commitments. * Coordinate and prioritize incoming requests, ensuring time is utilized effectively. * Prepare agendas, reports, presentations, briefing notes, and meeting materials. * Attend meetings as required and prepare meeting minutes, action items, and follow-up reports. * Screen and manage incoming communications, including emails, phone calls, and correspondence. * Draft, edit, and proofread professional communications on behalf of executive as required. TRAVEL AND EVENT COORDINATION * Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. * Prepare detailed travel packages and briefing materials. * Coordinate executive meetings, conferences, board meetings, and corporate events. * Manage expense reporting and travel reconciliations. RELATIONSHIP MANAGEMENT * Serve as the primary point of contact between the CEO and internal/external stakeholders. * Build and maintain professional relationships with internal and external customers, partners and OEM representatives. * Handle confidential and sensitive matters with discretion and professionalism. PERSONAL ASSISTANCE * Coordinate personal appointments, and personal schedules. * Manage personal travel arrangements and reservations. * Assist with financial administration, bill payments, and document management as directed. * Coordinate household services, contractors, and personal projects. OFFICE AND ADMINISTRATIVE MANAGEMENT * Maintain filing systems, records, and document retention processes. * Coordinate office supplies and executive office operations. * Develop and improve administrative systems and procedures. * Support executive onboarding and other administrative initiatives. QUALIFICATIONS * Post-secondary education in Business Administration, Office Administration, or a related field. * 5+ years of experience supporting senior executives or business owners. * Exceptional organizational and time-management skills. * Strong written and verbal communication abilities. * Advanced proficiency in Microsoft Word, Excel, Outlook, Adobe, and others * Ability to handle highly confidential information with discretion. * Strong problem-solving skills and attention to detail. * Ability to work independently and manage multiple priorities in a fast-paced environment. KEY COMPETENCIES * Confidentiality and trustworthiness * Executive presence and professionalism * Organization and planning * Initiative and proactive problem-solving * Relationship management * Adaptability and flexibility * Attention to detail * Sound judgment and discretion

The Executive Assistant provides comprehensive administrative and personal support to the executive team, including calendar management, travel coordination, and stakeholder liaison. They are responsible for preparing professional documentation, managing communications, and overseeing office operations to ensure executive efficiency.

Candidates must possess post-secondary education in Business or Office Administration and at least 5 years of experience supporting senior executives. Strong proficiency in Microsoft Office and Adobe, along with exceptional organizational and communication skills, is required.

• Time managementPreferred
• Problem solvingPreferred
• Microsoft ExcelPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Executive administration
• Calendar management
• Travel coordination
• Event planning
• Relationship management
• Confidentiality
• Professional communication
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Adobe
• Problem-solving
• Time management
• Organizational skills
• Expense reporting
• Document management
• Office Supply Management
• Executive Presence
• Document Management
• Office Administration
• Proofreading
• Relationship Management
• Professionalism
• Expense Reports
• Planning
• Adaptability
• Business Administration
• Management
• Communication
• Event Planning
• Retention Period
• Problem Solving
• Taking Meeting Minutes
• Operations
• Telephone Skills
• Presentations
• Time Management
• Travel Arrangements
• Verbal Communication Skills
• Reservations
• Filing
• Prioritization
• Trustworthiness
• Detail Oriented

• Administrative
• Management & Leadership
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

Minimum education

Professional degree

Minimum experience

5+ years

Posting language

English

Working hours

40 hours per week