Executive Assistant

The Executive Assistant supports executives by managing confidential materials, coordinating communications, and handling tasks like meetings, travel, budgeting, and correspondence. The role requires strong organizational skills, discretion, and the ability to prioritize in a fast-paced environment. 

Responsibilities: 

• Managing emails (organizing and prioritizing emails) and managing calendars (scheduling meetings, appointments, and reminders 

• Creating, editing, and formatting documents, presentations, and reports 

• Setting up virtual meetings, sending invites, and managing RSVPs 

• Recording the minutes of meetings and providing the resulting documents as necessary 

• Arranging travel (booking flights, hotels, and transportation) and managing itineraries (creating detailed travel itineraries) 

• Planning and organizing virtual and in-person events (Yes for virtual events partially for in-person events, limited to what is possible remotely) 

• Providing recommendations for restaurants, entertainment, and activities 

• Managing technical support through the IT Service Management system (ServiceNow), including troubleshooting basic issues, coordinating with IT support, assisting with software applications, and ensuring systems and software are current. 

• Managing expenses (tracking and reporting expenses) and processing invoices (managing invoices and payments through Accounts Receivable and Accounts Payable functions) 

• Other duties as assigned 

Qualifications: 

• Academic degree or equivalent diploma in relevant subject matter  

• A minimum of 3 years of experience, with at least 2 years as a senior-level executive assistant 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with web meeting applications 

• Strong time management skills: the ability to multi-task 

• Confidentiality: Proven ability to handle sensitive information with discretion and integrity