Executive Assistant

5 days ago

Markham, Ontario, Canada Peak Associates Limited Full time

Our client is a leading International firm with decades of expertise in the fashion accessories and jewelry space.

The Executive Assistant will act as a strategic partner to the President/CEO, offering high-level administrative and operational support. This role requires a proactive, resourceful individual with excellent judgment, strong organizational skills, and the ability to work independently while managing tight deadlines. The EA will drive key projects, develop efficient processes, and ensure alignment between organizational goals and the Executive's agenda. This individual must have a can-do attitude, be able to anticipate the Executive's needs, and demonstrate a high level of discretion and confidentiality.

What You Will Do:

Strategic Support-25%

  • Manage the President's calendar, including scheduling appointments, meetings, and travel/accommodation arrangements.
  • Attend meetings, take notes, track, anticipate, and prepare for upcoming deadlines, events, and agenda items requiring action.
  • Analyze data and summarize key insights into business presentations.
  • Provide seamless communication and serve as a liaison between the Executive and internal/external stakeholders.

Project Management-20%

  • Lead and coordinate key projects, ensuring alignment with company goals and timely execution.
  • Develop administrative frameworks and workflows to support project success.
  • Provide regular updates on project progress, identify potential issues, and propose solutions.

Process Development-10%

  • Create efficient processes and administrative systems to enhance the productivity of the President's office.
  • Propose and implement improvements to streamline operations and increase efficiency.

Communication-25%:

  • Draft, edit, and review correspondence, presentations, and report son behalf of the President.
  • Collaborate with colleagues and stakeholders to align communication with organizational priorities.
  • Handle sensitive and confidential information with utmost discretion.
  • Event Coordination and Preparation-10%
  • Organize materials for meetings, including agendas, reports, and presentations.
  • Assist in planning and executing events, ensuring all logistical details are handled professionally.

Other Duties as Assigned-5%

  • Provide personal assistance when required, ensuring a seamless flow of both professional and personal responsibilities.

What You Will Bring to the Team:

  • Bachelor's degree in business administration or a related field, or equivalent experience.
  • Minimum of 5 years of experience in a senior executive assistant or similar role.
  • Experience in project management, including coordination, tracking, and reporting.
  • Excellent oral and written communication with strong grammar and proofreading skills and ability to draft and communicate effectively on behalf of executive leadership.
  • Working proficiency in Mandarin an asset.
  • Polished, confident professional presentation.
  • Strong organizational and time-management skills, with exceptional attention to detail and precision.
  • Proficient in MS Office and other relevant software tools; working knowledge of AI tools strongly preferred to develop communications, presentations etc.
  • Flexible, adaptable, and capable of learning and thriving in a fast-paced, dynamic environment.
  • Exceptional professionalism under pressure, with a proactive and resourceful approach to challenges.
  • High degree of discretion and confidentiality with mature judgment.
  • Ability to travel internationally a few times per year strongly preferred, but not required.
  • Strong work ethic, conscientiousness and reliability essential.

This is an in-office position. No option for remote work is available

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