Executive Assistant

The Executive Assistant will be providing leadership and coordination for the day-to-day operation, be responsible for providing confidential administrative support to the CEO required, and ensure effective and efficient communication between all internal and external parties.

Specific Duties and Responsibilities:

In this role, you will provide administrative support to the Chairman and Chief Executive Officer You will:

• Review all incoming mail with discretion and tact to determine urgency, accuracy and the need for follow-up prior to submission to the CEO
• Ensure documents that require signature are correct and all relevant backup is available for the CEO's review
• Prepare and proofread a wide variety of correspondence such as emails, reports, agendas and letters with direction of the CEO
• Prepare various types of draft correspondence to be sent on behalf of the CEO
• Oversee projects as assigned by the CEO, collating data, compiling information and creating reports
• Collaborate with other departments to complete work/projects as assigned
• Maintain the CEO's calendar by scheduling and rescheduling meetings, ensuring all deadlines are met, and managing all details associated with meetings
• Manage all administrative tasks associated with managing meetings, including agenda setting, creating and tracking action items, etc.; coordinate all staff departmental meetings including agenda preparation, budget completion, selection of meeting location and working with staff to ensure all details are managed
• Coordinate the CEO's travel arrangements and prepare expense reports, vacation leave forms, etc.
• Track and review monthly expense reports and keep track of the budget
• Manage filing/storage of all paper documents for the CEO and organize documents and files in a logical manner
• Perform other duties as assigned

What you need to succeed in this role:

• Education and Professional Designations:
• Bachelors' degree

Work Experience:

• Minimum of 5 years of progressive experience supporting Executive level
• Experience working in a fast-paced corporate office environment
• Experience dealing with Executives and Senior Management
• Experience dealing with confidential materials and information in a professional manner

Others:

• Strong computer skills (Word, PowerPoint and Excel)
• Attention to detail
• Strong written and verbal communication skills
• Very effective organizational skills
• Effective verbal and listening communication skills
• Team-building skills
• Ability to successfully multitask and work under minimal supervision
• Ability to prioritize work and meet multiple deadlines in a fast-paced and challenging environment
• Excellent interpersonal skills with the ability to build and maintain effective working relations with all level of staff and external contacts
• Ability to work under pressure with conflicting time constraints
• Excellent time-management skills.
• Ability to work in a team
• Flexibility to work overtime if required
• Cultural awareness, sensitivity, respect, honesty and reliability
• Sound work ethics