Executive Assistant

Ann Pettengell; Cambridge-Narrows; On-site; CAD 55,000 - 75,000; Full time

Job summary

A prominent company is seeking an Executive Assistant to provide critical support to the CEO, ensuring efficient communication and project management. The successful candidate will balance strategic oversight with hands-on operations, playing a vital role in enhancing business efficiency in a dynamic environment. Applicants should demonstrate exceptional organisational skills, independence, and competence in managing diverse business functions.

Qualifications

• Proven experience in a senior administrative or Executive Assistant role required.
• Exceptional organisational and time-management skills essential.
• Strong written and verbal communication skills essential.

Responsibilities

• Manage CEO’s inbox and diary, arrange meetings.
• Act as a point of contact for legal matters.
• Lead and coordinate cross-functional projects.

Skills

Organisational skills

Time-management

Strong communication

Financial acumen

Project management skills

Interpersonal skills

Education

Experience in administrative role

Tools

MS Office Suite

Project management platforms

Xero

Job description

Please get in touch if you would like to discuss this role

We are looking for a highly organised, proactive, and detail-oriented individual to take on the role of Executive Assistant. This position combines strategic oversight with practical support to ensure smooth operations, effective project management, and seamless coordination across multiple business areas. As an Executive Assistant, you will serve as a vital bridge between the CEO and the rest of the company, playing a key role in facilitating communication and ensuring alignment across teams.

This is an exciting opportunity to provide pivotal support to a high-level executive within a fast-paced and constantly evolving environment. You will have the chance to engage in a wide range of business functions, from strategic operations to hands-on management, contributing directly to the organisation’s success.

The ideal candidate will need to be independent, resourceful, and able to show a great deal of initiative, as you will be responsible for anticipating the needs of the CEO and managing various projects with minimal supervision.

Please Note: You will be 100% office based and due to its central location, no parking is available.

Inbox and Diary Management

• Manage the CEO’s inbox, respond to or delegate emails, and flag urgent matters
• Management of CEO’s diary. Combining calendars from multiple entities to ensure there is one clear Diary
• Arrange and coordinate meetings, ensuring preparation of relevant materials

Collaboration with Finance and HR Teams

• To ensure implementation of processes within the teams to enhance efficiency throughout the business

Legal and Compliance

• Act as the point of contact for legal matters, including agreements, contracts, etc.
• Liaise with legal advisors for ongoing projects, such as property purchases and patent transfers
• Draft and manage NDAs and contractor agreements

Office Management

• Serve as the primary liaison with landlords for office-related matters
• Oversee office maintenance, IT setup, and procurement of necessary equipment
• Manage insurance policies and contracts for offices and technology

Project Management and Line Management Experience

• Lead and coordinate cross-functional projects, ensuring timely completion, managing resources, and overseeing project milestones
• Supervise and manage a team, providing leadership, guidance, and support to ensure optimal performance and adherence to company goals
• Develop and implement operational procedures and documentation to track progress, maintain quality standards, and facilitate communication across teams
• Conduct performance reviews, set objectives, and manage staff development to foster a high-performing team culture

Design and Branding

• Oversee branding and design projects, including product rebranding, packaging updates, and presentations
• Coordinate with external design agencies and provide feedback on deliverables

Ad Hoc Duties

• Provide support for urgent tasks and special projects as needed, ensuring smooth operations and timely resolution of issues

The successful candidate will be able to demonstrate:

• Proven experience in a senior administrative or Executive Assistant role (essential)
• Exceptional organisational and time-management skills with the ability to manage multiple priorities (essential)
• Strong written and verbal communication skills (essential)
• Financial acumen and experience with tools like Xero or similar systems (essential)
• Familiarity with HR practices and employment regulations (desirable)
• Project management skills with a detail-oriented mindset (essential)
• Proficiency in MS Office Suite and collaboration tools (e.g., Teams, Slack) (essential)
• Ability to liaise effectively with internal and external stakeholders (essential)
• Experience with project management platforms like Jira (desirable)
• Proactive and solution-focused approach to challenges
• Discreet and able to handle sensitive information with confidentiality
• Highly adaptable, flexible and capable of thriving in a dynamic environment
• Strong interpersonal skills and team collaboration abilities
• Independent, with the ability to take initiative and manage tasks with minimal supervision

To apply for the role of Executive Assistant, please send a covering letter together with a copy of your CV

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