The OpportunityWe are seeking a highly organized, professional, and discreet Executive Assistant to provide dedicated support to the Founder and President. This is a dynamic, hands-on role that requires exceptional attention to detail, sound judgment, and the ability to manage a wide range of personal and professional responsibilities in a fast-paced environment.
Key Responsibilities
- Calendar Management:
- Proactively manage the President’s schedule with efficiency and foresight.
- Travel Coordination: Handle all aspects of travel planning including price comparisons, bookings, check-ins, e-upgrade monitoring, boarding pass printing, and real-time updates on flight status.
- Communication Management:
- Screen and monitor incoming calls, manage the President’s email inbox, update personal contact lists, and prepare correspondence and dictation.
- Personal Assistance: Attend to personal matters for the President and family members with discretion and care.
- Office & Administrative Support:
- Coordinate corporate meals, meetings, and events (e.g., Christmas lunch, corporate gifts, farewell parties).
- Filter and share relevant newspaper articles.
- Maintain electronic and physical filing systems.
- Oversee petty cash.
- Prepare onboarding materials for new hires (access cards, email lists, phone lists, floorplans, etc.).
- Errands & Daily Support:
- Ensure breakfast and lunch are arranged daily for the President.
- Track donation activity and upcoming renewals (passports, Nexus, flight passes).
- Provide additional administrative and operational support as needed.
Qualifications
- 5+ years of executive support experience, ideally supporting C-level leadership.
- Exceptional organizational and time management skills.
- High level of discretion, professionalism, and judgment.
- Strong written and verbal communication skills.
- Proficient with Microsoft Office Suite and general office technology.
- A proactive, service-oriented approach with the ability to anticipate needs.
- Ability to work full-time onsite in a fast-paced, professional environment.
- Able to manage multiple tasks and deadlines.