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About This Position

Summary

POSITION SUMMARY:

Reporting to the Chief Executive Officer (CEO), the Executive Assistant supports the CEO by providing efficient, professional and confidential support with daily administrative duties in a fast-paced growth environment.

This role exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills to maintain a realistic balance among multiple priorities.

Acts as a gatekeeper of the CEO’s calendar developing and implementing systems and processes to optimize the effective use of the CEO’s time.

RESPONSIBILITIES:

  • Support to the CEO includes:
    • Managing an extremely active calendar.
    • Answering emails on behalf of the CEO, when required.
    • Tracking outstanding items relating to duties assigned by the CEO.
    • Managing, monitoring and maintaining Outlook calendar, which consists of arranging and coordinating internal, external meetings, appointments and preparing meeting materials.
    • Prioritizing conflicts by handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
    • Arranging complex and detailed travel plans, agendas and compiles documents for travel-related meetings.
    • Reconciling and submitting expense reports.
    • Personal errands, as needed.
  • “On-call” availability to deal the urgent matters as they arise outside of regular office hours.
  • Taking initiative, acting resourcefully, and solving problems.
  • Communicates directly on behalf of CEO with co-workers, the Board of Directors and external contacts as required.
  • Handling highly sensitive and confidential matters.

QUALIFICATIONS:

  • Forward-thinker, who actively seeks opportunities and proposes solutions.
  • At least 7 years of previous executive assistant experience supporting the C-Suite level.
  • Resourceful, demonstrates ability to get things done through appropriate channels in a timely manner.
  • Experience in travel and expense administration.
  • Excellent interpersonal and communication skills (written and verbal):
    • Gives or receives factual information
    • Courteous in coordinating with others
    • Exercises discretion and confidentiality
  • Ability to work in a highly organized manner where attention to detail, accuracy and confidentiality are critical.
  • Adaptable and flexible individual and impeccable multi-tasking ability.
  • Ability to work effectively as part of a team.
  • Demonstrated ability to work in a fast-paced environment, manage multiple and competing priorities.
  • Proficient in MS Office (Excel, Word, PowerPoint, Outlook).

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