Executive Assistant

Executive Assistant Overview

• The Executive Assistant will provide high-level administrative support to senior executives in a dynamic environment, ensuring seamless operations and professional service.
• Collaborate closely with the Executive Office Manager and team to manage executive schedules, correspondence, and sensitive information.
• Coordinate domestic and international travel arrangements, including itineraries, logistics, and expense reporting for executives and VIPs.
• Maintain executive spaces, ensuring refreshments, supplies, and guest amenities are readily available and organized.
• Assist in planning and executing company events, including industry dinners, employee celebrations, and executive meetings.
• Prepare meeting agendas, materials, and minutes, ensuring executives are well-prepared for engagements.
• Support cross-functional initiatives, including technology implementations and company-wide projects.
• Uphold discretion and professionalism while handling confidential information and communications.

Executive Assistant Key Responsibilities & Duties

• Manage complex calendars, scheduling meetings, and coordinating conference room bookings for executives.
• Prepare and submit detailed expense reports, ensuring accuracy and compliance with company policies.
• Facilitate daily catering orders, restaurant reservations, and visitor coordination with relevant teams.
• Assist with company mailings, database updates, and recurring reports to support executive operations.
• Partner with Facilities, Security, and IT teams to ensure smooth office operations and guest experiences.
• Support event planning by preparing guest lists, agendas, and materials for executive and company-wide events.
• Maintain inventory of office supplies and manage procurement for the Executive Floor.
• Provide administrative assistance for presentations, reports, and business communications.

Executive Assistant Job Requirements

• Bachelor’s degree required, preferably in Business Administration or related field.
• Minimum of 3 years of experience in executive assistance or high-level administrative roles.
• Proficiency in Microsoft Office Suite and familiarity with scheduling software.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Excellent written and verbal communication skills, with attention to detail.
• Professional demeanor with the ability to handle confidential information discreetly.
• French language proficiency is preferred but not required.
• Willingness to learn new systems and adapt to evolving priorities.