Executive Assistant

Job Description

Senior Executive Assistant

Responsibilities

• Calendar and Schedule Management:

• Effectively manage the CEO's calendar, including scheduling meetings, appointments, and conference calls, while ensuring optimal time allocation and prioritization.

• Travel Arrangements:

• Make travel arrangements for the CEO, including international flights, hotel accommodations, ground transportation, and visa processing when required.

• Communication and Correspondence:

• Handle incoming and outgoing communications on behalf of the CEO, including emails, phone calls, and written correspondence. Draft, edit, and proofread various documents, presentations, and reports as needed.

• Meeting and Event Coordination

• Plan, coordinate, and prepare materials for executive-level meetings, board meetings, conferences, and other corporate events.
• Assist in preparing agendas, taking meeting minutes, and following up on action items.

• Information Management:

• Manage confidential and sensitive information with utmost discretion and maintain accurate records, files, and databases. Organize and maintain documents, reports, and presentations, ensuring easy access and retrieval as required.

• Stakeholder Liaison:

• Act as a liaison between the CEO and internal and external stakeholders, including executives, board members, clients and investors. Build and maintain positive relationships with key contacts.

• Confidentiality and Ethics:

• Exercise discretion, confidentiality, and professionalism in handling sensitive information and situations.

• Miscellaneous Administrative Tasks:

• Provide general administrative support to the CEO, including managing expenses, processing invoices, maintaining office supplies, and handling other ad-hoc administrative duties as needed.

• Language Skills:

• Proficiency in English and French, written and spoken