Role Overview
The Executive Assistant will provide high-level administrative support to the leadership team, ensuring operational efficiency and seamless execution of daily tasks.
Acting as a trusted partner to executives, the Executive Assistant will manage schedules, communication, travel, and special projects while maintaining discretion and professionalism. This role requires exceptional organizational skills, a proactive mindset, and the ability to thrive in a fast-paced environment.
Key Responsibilities
Administrative Support:
- Manage the President & COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Handle correspondence directed to the President & COO and ensure prompt and accurate responses.
- Prepare and edit communications, presentations, and other documents on behalf of the President & COO.
- Organize and maintain the President & COO’s office, including document management and filing.
Meeting Coordination:
- Coordinate executive meetings, including preparing agendas, pre-meeting briefings, and minute taking.
- Facilitate communication between the President & COO and other executives, staff, and stakeholders.
- Assist in the coordination of company-wide events or meetings.
Project Management:
- Undertake and oversee specific projects as assigned by the President & COO, ensuring deadlines are met.
- Monitor, screen, respond to, and distribute incoming communications to the President & COO.
Liaison Work:
- Act as a point of contact between the President & COO and employees or other stakeholders.
- Provide a bridge for smooth communication and maintain credibility, trust, and support with senior management staff.
Reporting:
- Prepare executive summaries and briefing papers for the President & COO.
- Compile reports on behalf of the President & COO as required.
Personal Assistant Duties:
- Manage sensitive matters with a high level of confidentiality and discretion.
- Facilitate personal requests as needed.
Qualifications
- Bachelor’s degree in Business Administration or a related field.
- Proven experience as an Executive Assistant or similar administrative role.
- Excellent verbal and written communication skills.
- Strong organizational skills with the ability to multitask.
- Proficiency in MS Office and other office productivity tools.
- Ability to work under pressure in a fast-paced environment.
- High degree of discretion and confidentiality.
Personal Attributes
- Professionalism and strong work ethic.
- Exceptional interpersonal skills.
- Flexible and adaptable to change.
- Detail-oriented and proactive approach to problem-solving.
- Ability to prioritize and manage complex schedules.
Reporting Structure
This role reports directly to the President & and Chief Operating Officer (COO).