Executive Assistant

**Job Summary**

Reporting to the CEO and supporting the executive leadership team, the Executive Assistant will coordinate and manage executive scheduling, prepare and organize strategic materials and plans, and ensure seamless day-to-day operations for the executive office. This role is a trusted partner to the CEO, helping to manage priorities, ensure meetings are effective, and maintain efficient communication across the organization.

**Duties and responsibilities**
- Coordinate complex scheduling and calendar management for the CEO and senior executives, ensuring information and priorities flow smoothly.
- Prepare detailed travel itineraries and coordinate logistics, including accommodations, transportation, meals, and event planning.
- Manage expense reporting for the CEO and the executive team.
- Act as a point of contact for external vendors regarding resources such as preferred hotel rates, vehicles, and event spaces.
- Provide comprehensive administrative support, including document preparation, data entry, spreadsheet creation, and maintenance of filing systems and contact databases.
- Oversee office supplies, coffee services, and other operational needs to ensure a well-functioning office environment.
- Coordinate with maintenance teams and cleaning contractors to ensure facilities are maintained to company standards.
- Support inventory tracking and shipping of company materials.
- Serve as gatekeeper for company resources, including keys, vehicles, and other assets.
- Monitor boardroom calendars and manage meeting logistics as needed.
- Assist in organizing internal and off-site team communications, events, and activities.
- Develop and support processes that improve office and organizational efficiency.
- Maintain open communication across departments to support scheduling alignment and smooth workflow.
- Uphold the highest standards of professionalism and confidentiality with all information and materials.
- Perform additional duties and special projects as requested by the CEO, President, or executive leadership team.

**Requirements and Skills**
- High school diploma or equivalent required; post-secondary diploma in Business Administration or Office Administration - Executive, considered an asset.
- Four or more (4+) years of experience in an administrative role reporting directly to senior level executives.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
- Excellent written and verbal communication skills.
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
- Proficiency with office productivity tools and an aptitude for learning new software and systems.
- Very strong interpersonal skills and the ability to build relationships with key stakeholders.
- Flexible team player, willing to adapt to changes and unafraid of challenges.
- Ability to maintain confidentiality of information related to the company and its employees.

**Working conditions**
- Hours of work may vary depending on business needs; flexibility is required.
- Role requires the ability to listen and speak to other employees.
- Role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Specific vision capabilities required; the employee is to work in front of a computer, sitting and/or standing for prolonged periods is required.
- The position may involve needing to lift to 30 pounds, occasionally up to 50-pounds (e.g. filing boxes).

**_If you are looking for a challenging and rewarding career opportunity, submit your resume to Pure Flavor today_**

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