Business Administrative Assistant

Key Responsibilities

• Manage complex executive calendars, prioritizing engagements based on business objectives.
• Serve as a primary liaison between Senior Leadership and internal/external stakeholders.
• Cook up executive meetings, including agenda preparation, minute-taking, and follow-up tracking.
• Arrange detailed travel logistics, including international itineraries and related requirements.
• Prepare high-level correspondence, reports, and presentations for internal and external audiences.
• Financial & Budget Coordination
• Process expense reports, invoices, and purchase requests with accuracy and compliance.
• Track departmental budgets and support forecasting and variance analysis.
• Manage vendor relationships, including invoicing and payment coordination.
• Project Management & Operational Excellence
• Lead or support cross-functional projects, ensuring timelines and deliverables are met.
• Identify process improvement opportunities to enhance administrative efficiency.
• Maintain and update project management tools and reporting dashboards.
• Draft, edit, and review documents to ensure quality and consistency.
• Stakeholder & Communication Management
• Maintain strong working relationships with executives, board members, and external partners.
• Handle confidential information with discretion and sound judgment.
• Support organizational events, meetings, and executive-level communications.

Education & Experience

• Bachelor’s degree in business administration or a related field (preferred).
• 3–6 years’ experience as an Executive Assistant, ideally supporting C-suite or senior leadership.
• Experience in financial administration, reporting, and project coordination is an asset.

Skills & Competencies

• Strong organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of professionalism, integrity, and confidentiality.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong interpersonal skills with the ability to engage diverse stakeholders.
• Ability to work independently and manage competing priorities effectively.

Working Conditions

• Office-based role with occasional travel to company locations and events.
• May require flexibility to work outside standard business hours.
• Regular use of standard office equipment.
• Role involves extended periods of sitting, with occasional standing, walking, and light lifting.