Executive Personal Assistant

As the Executive/ Personal Assistant, you will primarily support our CEO, with additional support given to our Executive Team. You will manage mostly business-related tasks, such as managing Outlook schedules, organizing travel and accommodation, taking meeting minutes, and other organizational tasks. In addition, you will provide support for Executive Meetings including on-site and off-site event planning, ensuring refreshments are provided, managing the guest list and communications, and calmly managing unexpected items. To do this role properly you should have a deep understanding of the full Microsoft Office suite (especially Outlook Calendar), be extremely fast at solving problems and have experience as an executive and/or personal assistant.

Position Responsibilities Include:

• Managing the CEO’s Outlook calendar, along with any communication associated
• Making travel arrangements for CEO and Executive Team, including booking flights, ground transportation, hotel and dinner reservations, and being available to find solutions for unexpected travel issues as they arise
• Helping organize, schedule, coordinate and prepare for meetings, and recording meeting minutes
• Planning CEO or Executive Team-Sponsored events – From researching and booking venues to menu planning and entertainment
• Providing visitors with proper building credentials, greeting visitors upon arrival
• Using various software, including scheduling, word processing, spreadsheets, and presentation software
• Managing email and mail correspondence, as needed
• Acting as the primary point of contact between the executives and internal or external colleagues
• Provide general administrative support

Key Job Requirements:

• At least 3 years of proven experience as an Executive Assistant, Personal Assistant, or equivalent Administrative role
• Proven proficiency with Microsoft Office, with Expert-Level Understanding of Microsoft Outlook
• Ability to organize a daily workload by priorities
• Availability to solve unexpected issues and travel snags as they arise
• Must be able to meet deadlines in a fast-paced quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Professional level verbal and written communications skills