Executive Assistant

Work Flexibility: Hybrid

Permanent Part Time Position - 25 Hours per week

Job Mission:
Provide executive assistance to the Senior Business Unit Director. Demonstrate exceptional organizational skills, attention to detail, and the ability to support a large commercial team in a fast-paced environment. The ideal candidate will be proactive, efficient, and well-organized.

Key Responsibilities:

Administrative Support

• Manage and coordinate complex calendars, meetings, appointments, expenses and travel for the Sr. Business Unit Director.

• Prepare and organize materials for meetings, presentations, and reports, ensuring documentation and follow-ups.

• Process and edit documents with accuracy, using various software tools (Word, Excel, PowerPoint).

Project Management

• Assist with planning, coordination, and execution of projects and initiatives.

• Monitor timelines, deliverables, and liaise with departments to ensure project completion.

• Conduct research and vendor selection for organizational needs.

Communication

• Draft and distribute communications on behalf of the Sr. Business Unit Director.

• Facilitate communication between divisional leadership and broader teams.

Event Coordination

• Organize virtual/in-person meetings, events, and conferences, both onsite and offsite.

• Oversee travel logistics, bookings, venue selection, catering, and hospitality needs.

• Work with the events team to ensure smooth event execution and timely vendor payments.

Qualifications and relevant competencies:

• 3+ years of experience in executive support or a similar role.

• Proficiency in Microsoft Office Suite.

• Excellent organizational, communication, and multitasking abilities.

• Strong problem-solving skills, professionalism, and integrity.

• Handle sensitive information with the highest discretion, ensuring compliance with confidentiality policies.

Travel Percentage: 10%