We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO to provide high-level administrative and strategic support. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is an excellent communicator who can anticipate needs, solve problems independently, and serve as a trusted liaison between the CEO and internal and external stakeholders.

Key Responsibilities

Executive & CEO Support

• Provide confidential administrative and executive support to the CEO.
• Manage the CEO's calendar, email inbox, priorities, and daily workflow.
• Create, maintain, and prioritize task lists while proactively blocking time for strategic work.
• Coordinate domestic and international travel arrangements, accommodations, and hospitality.
• Process expense reports and reimbursement documentation.
• Handle confidential information with the highest level of professionalism and discretion.

Business Support

• Build and maintain positive relationships with clients, partners, executives, and stakeholders on behalf of the CEO.
• Support business development initiatives, strategic planning, and innovation projects.
• Conduct research, analyze information, and prepare reports for executive review.
• Liaise with department leaders and executive team members to ensure priorities and initiatives move forward efficiently.
• Anticipate issues and proactively recommend solutions.

Communication & Stakeholder Management

• Serve as the primary point of contact for inquiries directed to the CEO.
• Draft, edit, proofread, and distribute professional correspondence, reports, presentations, briefings, and internal communications.
• Coordinate communications between the CEO and departments including Human Resources, Finance, Operations, and other business units.
• Represent the CEO professionally in interactions with internal and external stakeholders.

Meeting & Administrative Coordination

• Schedule, organize, and coordinate virtual and in-person meetings.
• Prepare meeting agendas and supporting documentation.
• Record, distribute, and maintain meeting minutes and action items.
• Track follow-up items to ensure timely completion.
• Maintain contact databases and organizational records.
• Perform data entry and administrative support as required.
• Coordinate registrations for conferences, seminars, training sessions, and professional development events.

Qualifications

Required Skills

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using virtual meeting platforms such as Zoom, Microsoft Teams, Google Meet, and WebEx.
• Strong internet research and information-gathering skills.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Strong customer service and interpersonal skills.
• Accurate data entry skills.
• Typing speed of 65+ words per minute.
• Ability to multitask while maintaining accuracy and attention to detail.
• Comfortable using standard office equipment and business technology.

Core Competencies

Communication

• Excellent verbal and written communication skills.
• Professional, diplomatic, and collaborative approach.
• Ability to tailor communication to different audiences.
• Active listening and strong interpersonal skills.

Organization & Time Management

• Ability to work independently with minimal supervision.
• Exceptional planning, prioritization, and workload management.
• Strong decision-making and follow-through.
• Ability to meet deadlines in a dynamic environment.

Adaptability

• Comfortable managing changing priorities and multiple projects.
• Positive attitude in fast-paced environments.
• Flexible and solution-oriented when unexpected challenges arise.

Attention to Detail

• Produces consistently accurate, high-quality work.
• Carefully reviews documents and information before submission.
• Maintains organized records and follows established procedures.

Problem Solving

• Identifies issues proactively and recommends practical solutions.
• Conducts research to support informed decision-making.
• Exercises sound judgment while knowing when to seek guidance.

Collaboration

• Builds strong relationships across all levels of the organization.
• Works effectively with diverse teams and stakeholders.
• Supports a collaborative and positive work environment.

Customer Focus

• Delivers exceptional service to both internal and external stakeholders.
• Builds trust through responsiveness, professionalism, and reliability.
• Takes ownership of requests and follows through to completion.

Analytical Thinking

• Collects, evaluates, and interprets information effectively.
• Identifies trends, root causes, and opportunities for improvement.
• Makes thoughtful recommendations supported by data and research.

Preferred Qualifications

• Previous experience supporting a CEO, President, Founder, or senior executive.
• Experience managing complex calendars, travel, and executive communications.
• Ability to maintain strict confidentiality while exercising sound judgment.
• Experience working in a fast-paced, high-growth business environment is an asset.