Executive Administrative Coordinator

**Job Purpose**

The Executive Assistant acts as a key liaison between the CEO and internal/external stakeholders, handling sensitive information with discretion. The role also includes managing executive schedules, preparing reports, coordinating high-level meetings, and facilitating cross-functional communication within the organization. This role requires exceptional organizational, communication, and problem-solving skills to ensure the CEO’s time and activities are optimized for maximum efficiency and effectiveness. The Executive Assistant must exhibit a high degree of professionalism, adaptability, and strategic foresight to anticipate and address the needs of the CEO proactively.

**Duties and Responsibilities**

**Executive Support**:

- Manage and optimize the CEO’s calendar, scheduling appointments, meetings, and travel arrangements.
- Act as a gatekeeper, prioritizing and screening incoming communications, requests, and correspondence.
- Prepare reports, presentations, and documents on behalf of the CEO.
- Management of CEO expenses, reconciling monthly statements and ensuring that reports and receipts are submitted for payment promptly.
- Reconcile corporate credit card and submit monthly VISA reports.

**Meeting Coordination & Event Planning**:

- Plan and coordinate executive meetings, board meetings, office openings, and other events.
- Ensure meeting agendas, materials, and minutes are accurately prepared and distributed.
- Facilitate follow-up on key action items and decisions made during executive meetings.
- Organize and manage logistics for high-profile company events and external engagements.

**Stakeholder Management**:

- Serve as the primary point of contact between the CEO and internal/external stakeholders.
- Build and maintain strong relationships with executives, board members, and key business partners.
- Represent the CEO in meetings when required and provide detailed summaries.
- Coordinate and manage key deadlines as required, e.g., for projects, quarterly reporting, annual budgets, etc.

**Operational Efficiency & Process Improvement**:

- Implement and optimize workflows to enhance executive productivity.
- Develop and maintain an organized filing and document management system.
- Identify and implement process improvements to streamline administrative tasks.

**Confidentiality & Discretion**:

- Handle sensitive company and executive information with the highest level of confidentiality and professionalism.
- Ensure compliance with legal and regulatory requirements regarding executive communications and records.

**Qualifications**
- Bachelor’s degree in Business Administration, Communications, or a related field.
- 3+ years of experience as an Executive Assistant supporting C-level executives.
- Exceptional time management and multitasking skills.
- Strong written and verbal communication skills.
- High proficiency in Microsoft Office Suite, project management tools, and virtual collaboration platforms.
- Ability to work independently and make informed decisions under pressure.
- Strong attention to detail, organization, and problem-solving abilities.
- Discretion, diplomacy, and integrity in handling confidential information.
- Ability to legally work in Canada.
- Valid passport and ability and willingness to travel.

**Working Conditions**
- Office-based role with standard working hours, with flexibility for extended hours as needed.
- Majority of work performed on computer and phone.
- Occasional travel to Envent’s affiliate offices will be required.

**Physical Requirements**
- Ability to sit for extended periods.
- Occasional lifting of office supplies or meeting materials.

**Direct Reports**

N/A