Executive Assistant

Summary:
The Executive Assistant to the President and CEO is responsible for supporting the President and CEO with a wide variety of administrative tasks and often acting as a representative of the office of the President. Duties that include and are not limited to planning in house and offsite events, helping coordinate meetings, email and calendar management, compiling data to prepare papers or presentations, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. The Executive Assistant acts as the support person for company executives globally and locally, and political or government officials. Acting as a gatekeeper, the Executive Assistant helps to decide which phone calls, emails, or in-person meetings get through. They also conduct business with other colleagues or external vendors on behalf of their executive.

Working Hours:
• Hybrid Work – 5 days in Office in a 2 week period
• Office hours: 9 am – 5 pm with availability off hours when required
• Occasional Travel as required

Duties & Responsibilities:
• Provide direct administrative support to the President and CEO
• Manage the President and CEO’s schedule, calendar, meetings and appointments
• Acting as a representative and extension of the President & CEO
• Acting as a gatekeeper, the Executive Assistant helps to decide which phone calls, emails, or in-person meetings get through to the President & CEO.
• Prepare travel schedules, book travel arrangements, and make reservations,
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events. Domestic and International travel may be required occasionally.
• Review all documents from the President such as, reports, and correspondence and prepared for executive signatures, format, content, grammar, spelling and make edits as necessary
• Prepare for the President draft & final reports, background documentation, and research
• Facilitate communication between the President and department managers, business unit leaders, and project managers
• Reconciliation of all expenses
• Prepare and review presentations
• Manage company fleet vehicle program – coordinate purchase/sales of vehicle, licensing, gas cards, insurance, accident reporting, claim processing & follow up, certificate of insurance
• Co-ordination of company meetings (manager meetings, business development conference, distributor conference), prepare correspondence, reports, agendas etc.
• Ensure all confidential management information is filed and maintained in an organized manner
• Organization of all company internal and external social functions (Christmas Events, Charitable donations & Drives, Meetings & Conferences
• Meeting with suppliers to ensure that company is receiving best possible rates/service with telecommunications, car rental agencies, hotels
• Responsible to transcribe, document and distribute meeting minutes from meetings
• Other duties as assigned