Executive Assistant

Position Summary

The Executive Personal Assistant provides confidential executive, administrative, and personal support to the executive team. This role serves as a trusted partner, managing the executives schedule, communications, travel, special projects, and select personal matters while acting as a liaison between the executive and internal and external stakeholders as required.

Key Responsibilities

Executive Administration

• Manage and maintain executive complex calendar, appointments, meetings, and commitments.

• Coordinate and prioritize incoming requests, ensuring time is utilized effectively.

• Prepare agendas, reports, presentations, briefing notes, and meeting materials.

• Attend meetings as required and prepare meeting minutes, action items, and follow-up reports.

• Screen and manage incoming communications, including emails, phone calls, and correspondence.

• Draft, edit, and proofread professional communications on behalf of executive as required.

Travel and Event Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.

• Prepare detailed travel packages and briefing materials.

• Coordinate executive meetings, conferences, board meetings, and corporate events.

• Manage expense reporting and travel reconciliations.

Relationship Management

• Serve as the primary point of contact between the CEO and internal/external stakeholders.

• Build and maintain professional relationships with internal and external customers, partners and OEM representatives.

• Handle confidential and sensitive matters with discretion and professionalism.

Personal Assistance

• Coordinate personal appointments, and personal schedules.

• Manage personal travel arrangements and reservations.

• Assist with financial administration, bill payments, and document management as directed.

• Coordinate household services, contractors, and personal projects.

Office and Administrative Management

• Maintain filing systems, records, and document retention processes.

• Coordinate office supplies and executive office operations.

• Develop and improve administrative systems and procedures.

• Support executive onboarding and other administrative initiatives.

Qualifications

• Post-secondary education in Business Administration, Office Administration, or a related field.

• 5+ years of experience supporting senior executives or business owners.

• Exceptional organizational and time-management skills.

• Strong written and verbal communication abilities.

• Advanced proficiency in Microsoft Word, Excel, Outlook, Adobe, and others

• Ability to handle highly confidential information with discretion.

• Strong problem-solving skills and attention to detail.

• Ability to work independently and manage multiple priorities in a fast-paced environment.

Key Competencies

• Confidentiality and trustworthiness

• Executive presence and professionalism

• Organization and planning

• Initiative and proactive problem-solving

• Relationship management

• Adaptability and flexibility

• Attention to detail

• Sound judgment and discretion