The Executive Assistant provides high-level administrative support to the CEO, managing calendars, travel arrangements, and overseeing office operations while maintaining confidentiality.
This is a remote position.
Our client is seeking an Executive / Personal Assistant.
Position Overview:
The Executive / Personal Assistant to the CEO provides high-level administrative support to the CEO in his and business life. Much of the support includes supporting the CEO in his personal life. Some of the responsibilities include:
- Managing properties in Barbados, Canada, Miami and Nice, France
- Managing personal assistants in Barbados, Canada, Miami and Nice, France
- Booking/managing travel, accommodation and all personal appointments (including medical, dentist, etc) for the CEO
- Managing family travel and family functions
- Facilitating the efficient operation of the Executive Office. This role may also include coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the CEO can focus on strategic initiatives.
Key Responsibilities:
- Calendar and Schedule Management:
- Maintain and manage the CEO’s calendar, appointments, and travel arrangements.
- Ensure the CEO is aware of and prepared for upcoming commitments and responsibilities.
- Travel Coordination:
- Arrange and manage all aspects of the CEO’s travel, including transportation, accommodation, and itineraries.
- Prepare and process expense reports related to travel and other expenditures.
- Office Administration:
- Oversee the administrative functions of the Executive Office, ensuring smooth operations.
- Assist with the planning and execution of company events and meetings.
- Financial Accountabilitiy
- All purchases, including the CEO's purchases, must be budged for. You will report to the head of International Finance on these matters.
Qualifications:
- A bachelor’s degree in business administration, communications, or a related field is preferred.
- Minimum of 5 years of experience as an executive assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- High level of professionalism and a strong work ethic.
- Ability to work independently and as part of a team.
- Strong problem-solving skills and attention to detail.
- Positive and polished disposition.
- Comfortable in a formal business environment.
- Bilingual preference
The successful candidate will possess the following key competencies:
- Adaptability: Managing multiple tasks and adapting to changing priorities in a fast-paced environment.
- Initiative: Proactive approach to identifying and solving problems.
- Interpersonal Skills: Building and maintaining relationships with internal and external stakeholders.
- Attention to Detail: Ensuring accuracy and thoroughness in all tasks.
- Confidentiality: Maintaining strict confidentiality of all sensitive information.
- Communications. Exceptional oral and written communication and presentation skills.
Note: This role is in a virtual team environment. From time to time, early morning and evening availability may be required.
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