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Executive Assistant
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Job Description
We are seeking an experienced Executive Assistant to provide high-level administrative support to senior leaders and leadership teams within a fast-paced corporate environment. Reporting to the Manager of Administrative Services, this role serves as a strategic partner by managing executive schedules, coordinating communications and travel, supporting operational activities, and helping drive process improvements.
The ideal candidate is highly organized, proactive, adaptable, and experienced in supporting senior executives while maintaining discretion and professionalism.
ResponsibilitiesExecutive & Calendar Management Manage complex calendars, scheduling, and meeting coordination for senior leaders and leadership teams. Anticipate scheduling conflicts and proactively identify solutions. Coordinate meeting logistics, invitations, agendas, presentations, handouts, and follow-up activities. Record meeting notes, action items, and key decisions as needed. Facilitate virtual meetings and provide support with online collaboration platforms. Administrative Support Prepare, edit, proofread, and distribute business communications and documents, including: Reports Presentations Memos Surveys Organizational charts Department communications Maintain electronic records and document management systems. Support department-specific administrative processes and activities. Travel & Logistics Coordinate domestic and international travel arrangements. Prepare travel itineraries and ensure all required documentation is available. Provide travel-related administrative and expense support. Team & Department Support Create meeting agendas and coordinate team meetings. Support employee onboarding and offboarding activities. Manage department supplies and related budgets. Participate in departmental projects and process improvement initiatives. Assist with Microsoft Teams and SharePoint administration and maintenance. Business Partnership & Continuous Improvement Serve as a trusted partner to leadership by anticipating challenges and identifying opportunities for operational improvement. Recommend solutions that enhance efficiency and effectiveness. Support changing business priorities and organizational needs. Provide backup support to other Executive Assistants and administrative team members when needed. Required Qualifications Minimum 5 years of experience supporting senior leaders, executives, or C-suite professionals. Proven experience managing complex calendars, executive travel, and high-level administrative responsibilities. Strong organizational, prioritization, and time-management skills. Exceptional attention to detail and accuracy. Ability to handle sensitive and confidential information with professionalism and discretion. Excellent verbal and written communication skills. Experience working within complex corporate organizations and leadership structures. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong problem-solving and decision-making abilities.
The ideal candidate is highly organized, proactive, adaptable, and experienced in supporting senior executives while maintaining discretion and professionalism.
ResponsibilitiesExecutive & Calendar Management Manage complex calendars, scheduling, and meeting coordination for senior leaders and leadership teams. Anticipate scheduling conflicts and proactively identify solutions. Coordinate meeting logistics, invitations, agendas, presentations, handouts, and follow-up activities. Record meeting notes, action items, and key decisions as needed. Facilitate virtual meetings and provide support with online collaboration platforms. Administrative Support Prepare, edit, proofread, and distribute business communications and documents, including: Reports Presentations Memos Surveys Organizational charts Department communications Maintain electronic records and document management systems. Support department-specific administrative processes and activities. Travel & Logistics Coordinate domestic and international travel arrangements. Prepare travel itineraries and ensure all required documentation is available. Provide travel-related administrative and expense support. Team & Department Support Create meeting agendas and coordinate team meetings. Support employee onboarding and offboarding activities. Manage department supplies and related budgets. Participate in departmental projects and process improvement initiatives. Assist with Microsoft Teams and SharePoint administration and maintenance. Business Partnership & Continuous Improvement Serve as a trusted partner to leadership by anticipating challenges and identifying opportunities for operational improvement. Recommend solutions that enhance efficiency and effectiveness. Support changing business priorities and organizational needs. Provide backup support to other Executive Assistants and administrative team members when needed. Required Qualifications Minimum 5 years of experience supporting senior leaders, executives, or C-suite professionals. Proven experience managing complex calendars, executive travel, and high-level administrative responsibilities. Strong organizational, prioritization, and time-management skills. Exceptional attention to detail and accuracy. Ability to handle sensitive and confidential information with professionalism and discretion. Excellent verbal and written communication skills. Experience working within complex corporate organizations and leadership structures. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong problem-solving and decision-making abilities.