About the position
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the President and Chief Financial Officer (CFO). This role requires a detail-oriented professional who can effectively manage administrative tasks, coordinate schedules, handle confidential information, meet deadlines, and ensure seamless day-to-day operations. The ideal candidate will have excellent communication skills, the ability to multitask, and a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency. The Executive Assistant must be adaptable, resourceful, and able to thrive in a fast-paced and dynamic environment while maintaining a high level of professionalism.
Responsibilities
- Manage complex calendars, schedule internal and external meetings, and coordinate detailed travel arrangements for the President and CFO.
- Draft, edit, and proofread correspondence, communications, presentations, and other business documents with accuracy and professionalism.
- Review and prioritize information and inquiries received for the consideration of the President and CFO.
- Establish contacts from both inside and outside the company, and address and answer inquiries and solicitations with attention to procedural controls and organizational sensitivity.
- Plan and coordinate executive meetings, including agenda preparation, logistics, taking detailed meeting minutes, and tracking follow-up action items.
- Ensure the President and CFO are well-prepared for meetings by providing relevant materials, background information, and briefing notes in advance.
- Serve as the primary point of contact for internal and external stakeholders on behalf of the President and CFO, fostering strong relationships.
- Handle sensitive information with the highest level of confidentiality and professionalism.
- Assist with strategic initiatives, special projects, and cross-functional collaborations as assigned by the President and CFO.
- Partner with leadership team members to prepare business KPI dashboards, performing minor calculations and data sourcing.
- Prepare and submit expense reports, track reimbursements, and assist with budget monitoring as needed.
- Maintain organized files, records, and documentation (digital and physical) to ensure accessibility and compliance with company policies.
- Identify opportunities to enhance efficiency in administrative processes and implement best practices to optimize executive support.
- Plan and manage logistics for executive offsites, team retreats, and corporate events as required.
- Leverage technology and office productivity tools to streamline executive workflows, scheduling, and document management.
Requirements
- Bachelor’s degree preferred, or equivalent experience.
- Minimum of 5 years of experience supporting senior executives in a fast-paced corporate environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- Experience with video conferencing platforms, and business intelligence tools is a plus (e.g., Teams, Power BI).
- Exceptional organizational and time-management abilities, with keen attention to detail.
- Strong written and verbal communication skills, including professional email etiquette.
- High level of discretion, integrity, and professionalism when handling confidential matters.
- Ability to work independently, prioritize tasks, and manage multiple deadlines effectively.
- Proactive problem-solving mindset with the ability to anticipate needs and take initiative.
- Strong interpersonal skills to interact effectively with executives, clients, and team members.
Benefits
- Equal Employment Opportunity Policy
- Commitment to treating employees with dignity and respect
- Accommodations for those with disabilities
