Executive Assistant

This role offers a long-term contract employment opportunity.

• Manage and maintain executive schedules, ensuring efficient time management.
• Make travel arrangements for executives, ensuring smooth and timely travel.
• Prepare reports, memos, invoices, letters, and other documents, ensuring clear and effective communication.
• Answer phones and route calls to correct personnel or take messages, ensuring good customer service.
• File and retrieve corporate records, documents, and reports, ensuring organized record keeping.
• Organize meetings, including scheduling, sending reminders, and arranging catering when necessary.
• Greet visitors and decide whether they should meet with executives, ensuring a detail oriented and welcoming environment.
• Use various software, including word processing, spreadsheets, databases, and presentation software, to support executive needs.
• Read and analyze incoming memos, letters, submissions, and distribute them as needed, ensuring efficient communication flow.
• Provide general administrative support, ensuring smooth office operations.
• Assist in preparing internal and external communications, ensuring clear and effective communication.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Undertake project and event management tasks, ensuring successful execution and follow-up.
• Maintain office supplies and coordinate maintenance of office equipment, ensuring a well-stocked and functional office environment.
• Maintain a high degree of confidentiality and discretion in regard to all matters and documents, ensuring detail oriented ethics and privacy.
• Minimum of 3 years' experience in an Executive Assistant role or similar
• Proficiency in Customer Relationship Management (CRM) software
• Demonstrated ability in managing calendars and scheduling appointments
• Exceptional communication skills, both written and verbal
• Experience in organizing and managing conference calls
• Proven ability to handle correspondence professionally and confidentially
• Proficiency in Microsoft Office including Word, Excel, and PowerPoint
• Experience in preparing correspondence such as letters, memos, and emails
• Ability to prepare comprehensive reports, summarizing data and information
• High level of organization and attention to detail
• Demonstrated ability to work independently and proactively
• Exceptional problem-solving skills and ability to make decisions under pressure.