Our client is seeking to hire an Executive Assistant to provide high-level administrative support to their executive team.

The ideal candidate will have previous experience in calendar management, international travel coordination, event management, and possess exceptional written and verbal communication skills.

The Executive Assistant will play a crucial role in ensuring the smooth operation of executive activities and maintaining effective communication channels within the organization and with external stakeholders.

This is a permanent full-time role with a competitive benefits package that includes: 3 weeks' paid vacation, 2 weeks off at Christmas/New Years, paid sick leave, paid leave for sick dependents, 100% paid medical benefits, and a pension plan.

Responsibilities:

• Efficiently manage complex calendars for multiple executives, including scheduling meetings, appointments, and conference calls, prioritizing conflicting demands, and ensuring timely reminders.
• Plan and organize international travel arrangements, including flight bookings, hotel accommodations, transportation, visas, and itinerary preparation. Coordinate with travel agencies and handle unforeseen changes or emergencies during travel.
• Take ownership of planning, organizing, and executing various corporate events, including board meetings, conferences, team retreats, and client gatherings. Coordinate logistics, venue selection, catering, audio-visual setups, and attendee management.
• Provide comprehensive administrative support to executives, including drafting correspondence, preparing reports and presentations, managing expenses, and handling inquiries with professionalism and confidentiality.
• Serve as a primary point of contact for internal and external communication on behalf of the executive team. Screen and prioritize incoming communications, handle inquiries, and facilitate effective communication flow within the organization.
• Maintain accurate records, files, and documents, ensuring confidentiality and accessibility as required. Assist in the preparation and distribution of meeting agendas, minutes, and follow-up actions.
• Assist in the coordination of special projects and initiatives as assigned by the executive team, tracking progress, gathering necessary resources, and ensuring deadlines are met.
• Build and maintain strong relationships with internal stakeholders, external partners, clients, and vendors. Represent the executives professionally in various interactions and engagements.

Requirements:

• Proven experience as an Executive Assistant or similar role, preferably supporting C-level executives.
• Proficiency in calendar management tools and software (e.g., Microsoft Outlook, Google Calendar).
• Experience in coordinating international travel arrangements, including visa processing and travel logistics.
• Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently in a fast-paced environment.
• Exceptional written and verbal communication skills, with keen attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and willingness to work occasional overtime as needed.
• Bachelor's degree in Business Administration, Communications, or relevant field is preferred.

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.