Executive Assistant

3 weeks ago

Canada Vista Equity Partners Management, LLC Full time

The Executive Assistant will be responsible for providing high-level, administrative support to our busy CEO as well as ad hoc support to the Executive Leadership Team, comprised of 9 members. Responsibilities will include, but not limited to, managing their schedule, coordinating complex meetings and travel. This position requires that you are highly organized, can juggle many tasks at once, are not easily overwhelmed, and are comfortable interfacing with all levels of internal management and staff as well as external vendors, the Board as well as Investors in a fast-paced environment. The poised and polished Executive Assistant maintains and protects highly confidential corporate information, is the first point of contact in person and on calls for the CEO from internal departments and external clients and works independently with minimal supervision or direction. The Executive Assistant is a trusted and effective partner to the CEO and Executive Leadership Team and a helpful and willing contributor to the administrative team. Responsibilities will include:

Manage complex and ever-changing schedules, proactively resolve conflicts before and as they arise, and ensure meetings are set in an efficient manner.

Coordinate travel, including air and ground transportation, hotel accommodations, and other reservations as needed.

Ensure the CEO is prepared with all materials and information for meeting, events, and travel.

Prepare and submit expense reports in a timely fashion, in accordance with company policies.

Work closely and effectively with the executive leaders to keep well informed of upcoming commitments and responsibilities, following up appropriately.

Anticipate and respond to needs of the CEO and their teams; manage activities and interdependencies.

Board meeting, offsite, and departmental company event planning.

Execution of special projects related to above areas on an as-requested basis.

The Skills, Experience, and Mindset Required:

4 to 7+ years of executive administrative support.

Experience with supporting multiple executives.

Strong attention to detail, follow-up and excellent organizational skills.

Ability to treat sensitive and confidential information with appropriate discretion.

Strong sense of urgency, adaptability, flexibility and resourcefulness.

The ability to function with grace under pressure, while managing multiple concurrent projects and deadlines.

Highly collaborative mindset, proven track record of actively engaging with colleagues to develop and implement strategic initiatives.

Must possess personal tact, discretion, and good judgment.

Tech and Web-savvy:

Microsoft Office suite (Outlook, Word, Excel, PowerPoint, and SharePoint)

Google Workspace (Gmail, Calendar, and Drive)

Docusign

Zoom

Slack

Travel and expense reporting web interfaces.

Problem solving skills by initiative; identifies problems and offers solution or resolution on their own.

Excellent written and verbal communication skills.

Occasional after hours work as necessary.

Bachelor’s degree or relevant experience preferred, not required.

Experience in PE/VC/Capital investments is a plus but not required.

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