Executive Assistant

Job Description: Executive Assistant

Summary of the role

The Executive Assistant provides high-level and confidential administrative support to the owner/founder. The role involves managing day-to-day business activities, coordinating with internal and external parties, ensuring the smooth operation of administrative tasks with a high degree of professionalism and in a manner that reflects positively on the company. Key attributes for success include a positive and proactive attitude, strong interpersonal and communication skills, and the ability to prioritize and adapt in a fast-paced, deadline-intensive environment.

Primary responsibilities

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company.
• Conserve the owner/founder's time by reading, researching, collecting and analyzing information as needed, in advance.
• Complete adhoc projects as assigned – such as personal events and/or family needs.
• Calendar and email management: Monitor and manage the schedules and email inboxes of the owner/founder. This includes arranging internal and external meetings, responding to changing priorities, coordinating meeting logistics, and responding to requests on behalf of the owner/founder.
• Document production and management: Perform typing and formatting; Preparation and editing of agendas, proposals, reports, correspondence, spreadsheets, and presentations using Microsoft Office and Google Suite. Ensure all documents adhere to branding standards and are produced in a timely manner.
• Travel and expenses: Book travel arrangements (domestic and international) through company-approved providers. Prepare and submit expense reports and credit card reconciliations in a timely manner.
• Information management: Maintain and update client, contact, and opportunities information in the firm's Client Relationship Management (CRM) tool. Set up and maintain manual and digital filing systems.
• Internal support: Answer and screen/direct phone calls, take and deliver accurate messages, greet visitors, and respond to email inquiries, acting as a liaison between the owner/founder and various stakeholders, with contact outside normal business hours. Respond to requests by gathering and providing information. Provide other administrative duties to enhance team effectiveness, such as photocopying, scanning, and filing.
• Event coordination: Organize the logistics and materials for internal and external events, boards, committees, and training sessions.
• General office duties: Provide backup support for other administrative team members, as needed.

Skills and experience requirements

• Experience: Previous experience in a similar administrative or executive support role, preferably within a corporate or professional services environment, is required.
• Technical skills: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software, including Google Suite and CRM systems.
• Organizational skills: Exceptional ability to manage multiple priorities, prioritize tasks effectively, and work well under pressure. Excellent time management skills and proven ability to meet deadlines.
• Communication: Excellent oral and written communication skills, including strong spelling, grammar, and proofreading.
• Confidentiality: The ability to handle sensitive information with discretion, integrity, and tact.
• Client service: A strong client service focus when interacting with both internal and external parties. Flexible hours as dictated by the needs of the business for projects and meetings.
• Problem-solving: Strong business sense, excellent judgment and strong problem-solving abilities.
• Career growth

Administrative professionals can join a dynamic and inclusive workplace environment with opportunities for professional growth.

Job Type: Full-time

Benefits:

• Dental care
• Extended health care
• On-site parking

Work Location: In person