Executive Assistant to CEO at Fourcore Integrated Services

JOB SUMMARY

• We’re currently looking for an executive assistant to be a supportive force for our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Duties include:

• Project Oversight: Provide direction and guidance in ensuring the effective implementation of the project in alignment with Executive team’s expectation as well as other key Stakeholders.
• Project Monitoring & Evaluation: Measure and evaluate projects’ progress and outcomes to help determine their success and achievement of project objective.
• Project Management: Plan and execute assigned project to achieve specific project objectives according to the set Project Acceptance Criteria within agreed parameters.
• Meeting Coordination: Organize and coordinate executive meetings and external relations efforts and oversee special projects as required. As well as coordinate meetings (physical and virtual meetings) and strategic activities with the Executive Team, Board of Directors and other key stakeholders (internal and external).
• Communication: Serve as the CEO’s administrative liaison to the organization and externals as required including preparing agendas, presentations and drafting minutes. As well as answering and prioritizing calls, emails and other correspondences.
• Administrative Support: Manage the CEO’s calendar, including making appointments and prioritizing the most sensitive matters. Organize meetings, including scheduling, sending reminders and organizing other activities. As well as Travel coordination, such as arranging travel plans and itineraries (including compiling documents for travel-related activities for the CEO).
• Confidentiality: Handle all confidential information with integrity and discretion.
• Reporting: Prepare reports by collecting and analysing information as needed.
• Office Management: Ensure the effective management of the Executive Director’s office, including maintaining supplies, organizing documents & files and coordinating office activities.
• Document Review: Review Contracts, Agreements and other legal documents to ensure the terms are favourable and reduce risk to the Executive Director as well as the organization.
• Perform other responsibilities as may be assigned by the Executive.

REQUIRED SKILLS & QUALIFICATIONS

• 2-4 years of experience as a Personal Assistant/Executive Assistant
• Excellent organizational and time-management skills
• Strong communication and interpersonal abilities
• Proficiency in Microsoft Office suite and other office productivity tools along with an aptitude for learning new software and systems.
• Ability to work independently and prioritize tasks effectively
• Excellent written and verbal communication skills.
• Willingness to work flexible hours, including the possibility of working late on occasion.
• Ability to maintain confidentiality of information related to the company and its employees.

PREFERRED SKILLS & QUALIFICATIONS

• Experience in overseeing budgets and expenses.
• Experience in developing internal processes and filing systems.