Executive Assistant

This Executive Assistant provides high-level and dedicated support to members of the Executive Team. The incumbent uses superior organizational skills and leadership abilities to plan, coordinate and direct all administrative activities of the executive office. The Executive Assistant is expected to maintain professionalism and confidentiality and always represent the executive office appropriately with little or no supervision and limited direction from the executives. They are responsible for ensuring the smooth operation of the office by prioritizing workflows, arranging schedules, coordinating meetings, and remaining flexible to changing needs and requirements.

Key Responsibilities

1. Provide proactive administrative support to the executives. Coordinate and lead special projects and regular assignments with executives’ direct reports, including collecting and compiling data, contacting clients, researching information, producing reports, manuals, presentations and other materials.
2. Handle sensitive and confidential information and materials. Provide clerical and technical support to the executives on an ongoing basis, including proofreading and editing of materials produced by the executives and their direct reports.
3. Perform various clerical tasks such as photocopying, faxing, filing, records management, minute-taking and maintenance of executive office supplies. Answer and direct emails, phone calls/inquiries and receive and direct visitors.
4. Manage the executives’ calendar and schedule by arranging appointments, scheduling meetings, making travel arrangements, prioritizing tasks, monitoring activities, coordinating with direct reports and other executives, scheduling action items from meetings, budgeting time for correspondence, updating changes, etc.
5. Perform basic bookkeeping and record-keeping on behalf of the executives, including preparing expense reports, tracking and auditing the executives’ direct reports' expenses and operational budgets, and assisting with forecasting, financial reporting and budget preparation. Assist with attendance reports, monitoring vacation time, etc.
6. Other duties and responsibilities as assigned by the executives from time to time.

Education and Experience

1. Bachelor’s degree in business administration highly preferred
2. Minimum 5 years’ experience supporting multiple executives in a professional and fast-paced environment
3. Excellent interpersonal skills and a demonstrated ability to build effective relationships and work collaboratively in a team environment
4. Ability to deal with highly confidential information; diplomacy and discretion are essential in this role
5. Ability to work with minimal supervision and direction
6. Excellent verbal and written communication skills; strong English language skills for proofreading and correcting written communications
7. Excellent attention to detail and organizational skills
8. Strong knowledge of Microsoft Word, Excel and PowerPoint

Working Conditions, Mental Effort & Physical Requirements

1. Able to multi-task and remain organized
2. Able to view computer screen for long periods of time
3. Able to sit for long periods of time
4. Able to proofread and make corrections to documents as needed
5. Some travel will be required
6. Flexibility to work overtime (including evenings, weekends), if required