Executive Assistant

About the role

Perform a wide range of administrative tasks for multiple executives or senior level management. Tasks may vary depending on specific business unit needs. Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and printing. Maintain databases and generate reports upon request. Routinely privy to sensitive material, including establishing and maintaining confidential files. Review email, research, and independently respond on behalf of management acting as a liaison to internal and external stakeholders. Demonstrate expert calendar management of demanding schedules across multiple time zones, including prioritizing meeting requests, resolving conflicts, and ensuring executives are prepared for all commitments. Schedule, record, and utilize company approved AI to transcribe team meetings. Arrange team dinners and offsite activities. Compile and routinely update a list of all upcoming conferences to support proactive planning and preparation for executive travel. Coordinate, with alignment across departments, intricate domestic and international travel arrangements utilizing travel booking platforms and travel agencies as appropriate while maintaining adherence to company policies. Manage all entry applications and documents for travelers, including passports, visas, Electronic Travel Authorizations (ETA’s) and arrival cards as required to meet requirements of planned travel locations. Develop detailed travel agendas for each trip outlining flights, ground transportation, accommodations, scheduled meetings, dining plans and key points of contact. Maximize team overlap, collaboration, and overall productivity when tracking critical deadlines to register executives for conferences and submitting one-on-one meeting requests to applicable conference attendees. Respond swiftly and efficiently to urgent mid-travel changes and cancellations always maintaining clear communication with travelers. Recognize and act on the need to engage Travel Services, Safety and Security, and Risk personnel as appropriate for safety concerns that arise before or during management’s travel. Prepare and process expense reports for all supported executives. Organize departmental projects from implementation through completion. May mentor and review the work of lower-level staff. Occasionally assist in onboarding new hires and internship candidates. Carry out additional duties as assigned.

Responsibilities

• Data entry and office supply ordering
• Maintain databases and generate reports
• Respond to emails and research
• Calendar management and meeting requests
• Travel coordination and itinerary creation
• Expense report preparation
• Departmental project management
• Mentorship and review of lower-level staff
• Onboarding and assisting with new hires
• Additional duties as assigned

Requirements

• High School diploma or GED
• Minimum of three to five years administrative support experience
• Experience supporting senior management
• Advanced digital literacy, including MS Word, Excel, PowerPoint, Teams
• Excellent organizational and prioritization skills
• Strong verbal and written communication skills
• Excellent attention to detail
• Strong problem-solving skills
• Ability to maintain confidentiality

Qualifications

• Basic office equipment proficiency
• PC usage up to 100% of the time
• No supervisory responsibilities

Skills

• Excellent interpersonal and customer service skills
• Strong clerical and administrative skills
• Advanced digital literacy
• Excellent organizational skills
• Strong verbal and written communication skills
• Excellent attention to detail
• Strong problem-solving skills
• Ability to maintain confidentiality

Benefits

• Hybrid working and reasonable accommodations
• Generous Holiday policies
• Excellent Health and Wellbeing benefits including corporate membership to Wellhub
• Paid volunteer time
• Maternity/paternity leave benefits and family services
• Unique employee events and programs including a 14er challenge
• Complimentary beverages, snacks and all employee Happy Hours
• Annual Bonus Opportunity
• Compensation information: Base salary range is $70,000-$90,000

Potential for Growth

• No potential for growth

Equal Opportunity Employer

We are committed to an inclusive and supportive environment. We welcome applications from candidates from all backgrounds.