Executive Assistant

As a trusted ambassador of Starlight, the Executive Assistant will provide high-level, confidential support to the CEO and two other members of the c-suite, ensuring the seamless management of all administrative responsibilities. This includes overseeing travel arrangements, calendar scheduling, internal and external communications, and coordinating special projects as needed, all while exercising the utmost discretion and professionalism.

Duties and Responsibilities

• Provide direct administrative and office management support to the Executive team.
• Proactively prioritize and align executive schedules with key priorities, helping to manage their time efficiently, blocking off time for high-priority tasks and minimizing distractions.
• In conjunction with Starlight’s preferred travel agency, plan and book all travel arrangements, including flights, accommodations, preferences and itineraries, with a focus on maximizing the executive’s time and comfort. Stay abreast of potential challenges (e.g., flight delays, local transport) and provide contingency plans.
• Act as a liaison between executive members and other team members, clients, or partners. This involves managing professional relationships, communicating key information, and where required, helping to resolve issues before they reach the executive.
• Review and refine documents, reports, and correspondence intended for executive signatures, ensuring accuracy in format, content, grammar, and spelling, and make necessary edits to maintain a high standard of quality.
• Facilitate communication to department managers, business unit leaders, and project managers as per the direction of the Executives.
• Manage Executives expenses by entering into the corporate system and allotting costs accordingly by property and project.
• Coordinate logistics for investor meetings, including property tours, quarterly meetings, and Annual General Meetings, ensuring all details run smoothly and professionally. Act as a front-facing representative, providing high-level support and a seamless experience for investors.
• Coordinate and manage high-profile events or functions, ensuring all logistics are taken care of, and the event aligns with the company’s image and objectives.
• Maintain a high level of professionalism in all interactions with co-workers, visitors, investors, and other individuals at all times. Treat all responsibilities with the utmost discretion.
• Represent the executives and the company at events or in meetings with clients, partners, and internal teams.
• Occasional after-hours communication will be required to ensure seamless travel arrangements and address any emergency situations.
• Assist with special projects and any additional duties as necessary.

Requirements

• A proven track record of 5 – 10+ years as an Executive Assistant, ideally supporting senior executives or in fast-paced corporate environments.
• Prior experience in confidential and high-pressure settings.
• Bachelor’s degree often preferred (in Business Administration, Communications, or similar), or equivalent experience over formal education.
• Exceptional communication skills (written and verbal).
• High level of discretion and ability to handle sensitive/confidential information.
• Strong organizational and time-management skills.
• Proficient in calendar management, travel coordination, and expense reporting.
• Experience with event planning or project management.
• Tech-savvy—strong with Microsoft Office, Google Workspace, Zoom, and sometimes project management tools like Asana or Trello.
• Proactive, adaptable, and resourceful.
• Strong judgment and decision-making ability.
• Comfortable interacting with board members and investors.
• Executive support certification (such as Certified Administrative Professional (CAP)), or similar, an asset.