Executive Assistant

Overview

The Executive Assistant position is a critical role providing high-level administrative, operational, and logistical support to senior leadership in a dynamic, fast-paced global organization. This role ensures effective time management, discretion, and smooth prioritization to maximize executive productivity.

Key Responsibilities

• Oversee detailed calendar management for senior executives, actively coordinating meetings, calls, and appointments while adapting to competing and shifting priorities.
• Organize intricate travel plans, including scheduling, logistics, and documentation, supporting executives and the broader leadership team.
• Compose, review, and manage confidential communications on behalf of the executive with utmost professionalism and discretion.
• Prepare and refine varied materials such as presentations, reports, contracts, and briefing notes, ensuring accuracy and high-quality standards.
• Handle executive expenses and invoice processing timely, ensuring compliance with organizational policies.
• Maintain secure and well-organized records, ensuring accessibility and protecting sensitive information.
• Identify and resolve potential obstacles proactively to enhance the effectiveness of the executive’s time.
• Coordinate and support regular leadership and team meetings including preparing materials and recording key decisions.
• Provide additional administrative and project assistance as needed to accommodate evolving business demands.

Requirements

• At least five years of experience as an Executive Assistant supporting C-suite executives, demonstrating long-term commitment in previous roles and solid executive support capabilities.
• Post-secondary education is preferred.
• Advanced expertise in managing complex calendars and travel arrangements across multiple time zones.
• Proven ability to handle sensitive and confidential information discreetly and professionally.
• Self-motivated with strong initiative, excellent judgment, and ability to manage shifting priorities independently.
• Outstanding organizational and problem-solving skills with experience handling competing priorities effectively.
• Excellent interpersonal communication skills, both verbal and written, capable of building trust across multiple organizational levels and external contacts.
• Ability to remain calm and highly organized under pressure with a great attention to detail.
• Strong proficiency in Microsoft Office applications.

Additional Information

This full-time position requires working onsite and does not offer remote work options.