Executive Assistant – Executive Support & Coordinator

Position Summary We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and operational support while the Executive is away on business travel. The successful candidate will act as the primary point of contact, ensuring day-to-day operations run smoothly by managing schedules, maintaining records, coordinating appointments, overseeing communications, and supporting the company's social media presence.

This role requires exceptional organizational skills, professionalism, discretion, and the ability to work independently with minimal supervision.

Key Responsibilities:

Executive Support Manage the Executive's calendar, appointments, meetings, and travel schedule. Coordinate virtual and in-person meetings, including preparing agendas and meeting materials. Screen and respond to emails, phone calls, and correspondence on behalf of the Executive when appropriate. Prioritize incoming requests and communicate urgent matters promptly. Maintain confidentiality regarding company information and executive communications. Prepare reports, presentations, and other business documents as required.

Records & Administrative Management Maintain accurate digital and physical filing systems. Organize company records, contracts, invoices, and important documentation. Update databases and ensure information remains current and organized. Maintain appointment logs, contact lists, and company records. Assist with document preparation, data entry, and record retention.

Appointment & Schedule Coordination Schedule appointments, meetings, and consultations for the Executive. Confirm appointments and send reminders to clients, vendors, and team members. Coordinate changes to schedules while minimizing disruptions. Arrange meeting rooms, video conferencing, and required materials.

Office Operations Ensure daily administrative tasks are completed efficiently. Coordinate with vendors, contractors, and external partners. Assist with project coordination and follow-up on outstanding action items. Handle general office correspondence and administrative support. Support other team members as needed to ensure smooth business operations.

Qualifications Minimum 2 years of experience in an Executive Assistant, Administrative Assistant, or similar role. Experience managing business social media accounts. Excellent verbal and written communication skills. Strong organizational and time management abilities. High level of professionalism and confidentiality. Ability to multitask and prioritize competing deadlines. Strong problem-solving and decision-making skills. Self-motivated with the ability to work independently.

Technical Skills Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Google Workspace Social media platforms (Instagram, Facebook, LinkedIn, TikTok, X) Scheduling tools and calendar management Basic graphic design experience (Canva or similar) is an asset Familiarity with project management software is considered an asset

Preferred Qualities Highly dependable and trustworthy Excellent attention to detail Positive, professional attitude Adaptable and resourceful Strong interpersonal skills Comfortable working in a fast-paced environment

Work Environment This position may involve a combination of remote and in-office work, depending on the Executive's schedule. Flexibility may be required to accommodate travel schedules, urgent business needs, and occasional evening or weekend communications. Must hold a valid passport and be flexible to travel if needed.

Success in This Role The ideal candidate will ensure the Executive's business operations continue seamlessly during travel by effectively managing communications, appointments, records, and social media activities while maintaining a high standard of professionalism and efficiency.