Job Summary

We are seeking a highly skilled and proactive Administrative/Personal Assistant to provide comprehensive support to Senior Leadership and/or select executives. This pivotal role requires a professional who can manage specialized requests, coordinate events and high-level meetings, and handle confidential business matters with the utmost discretion. The ideal candidate will be resourceful and skilled at problem solving with the ability to address and resolve issues as they arise with minimal assistance from their assigned Senior Leader/Executive. They will also be highly organized, personable, and adept at working independently, utilizing their expertise in Microsoft Suites and other software to effectively manage tasks and projects.

The Role:

• Office Management:
  • General reception: Greet visitors, answer phone calls and respond to emails.
  • Order and maintain inventory of office supplies and equipment, ensuring efficient operation of the office.
• Administrative Support:
  • Schedule appointments, coordinate meetings and calendars and book travel arrangements.
  • Prepare, edit and proofread documents, including correspondence, reports, proposals, presentations and speeches.
  • Assist with expense tracking, reconcile credit card statements and manage administrative budget.
  • Organize and facilitate executive meetings, including preparing agendas, taking minutes, and following up on action items.
  • Take initiative to execute tasks and projects with minimal direction, ensuring timely completion and high-quality outcomes.
  • Assist with personal administration needs of assigned Senior Leader/Executive as necessary.
• Event planning and Coordination:
  • Coordinate logistics for board meetings, conferences, and other high-profile events including budget management, menu coordination (keeping aware of dietary restrictions), document preparation, tour requirements, travel for visitors, etc.
• Confidentiality and Discretion:
  • Handle sensitive information with absolute confidentiality and professionalism.
  • Maintain confidentiality of privileged information and ensure security of executive documents and communications.

You Will Bring:

• Bachelor’s degree or equivalent experience required.
• Minimum of 5 years of experience as an administrative assistant or in a similar role.
• Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Strong written and verbal communication skills. Comfortable in social situations.
• Excellent interpersonal skills, with the ability to build and maintain effective working relationships.
• High level of professionalism and integrity, with the ability to handle confidential information discreetly.
• Proactive and self-motivated, with a demonstrated ability to take initiative and work independently.
• Adaptability and flexibility in a fast-paced environment.
• Problem-solving skills and the ability to think critically and creatively.
• Proficiency with design software (either Adobe suite or similar, ie. Canva) and in Microsoft Suite Products (Word, Outlook/Calendar, Excel) is essential.
• Willing and able to work odd and long hours and willing to travel with valid Passport. This position does not support remote work or a hybrid work arrangement.
• Selected candidate will be required to complete a criminal background check.
• Valid driver’s license and own vehicle required.

Why Caivan?

• Competitive compensation and benefits packages
• Lunch program
• 2 weeks paid operations shut down
• And more!!

We thank all applicants for their interest. We review and assess all applications and will contact candidates whose background and experience most closely fit the needs of the position. Should you require accommodations at any point during the recruitment process please contact Human Resources.