The executive assistant role is to support administrative needs and assist with managerial functions.

Summary

The position is meant to enhance senior management’s effectiveness by providing information management’s support, representing senior management to others and be the time manager/guardian of the assigned executive. The executive assistant is delegated specific authority in the firm and may also be given responsibilities on the senior management personal obligations outside of the firm.

Essential Duties and Responsibilities

The executive assistant duties are as diverse as may be assigned to them by senior management and below is a non-exhaustive list of typical duties.

• To prepare and edit correspondence, communications, presentations and other documents.
• To conduct research, collect and analyse data to prepare reports and documents.
• To file and retrieve documents and reference materials.
• To manage and maintain executives' schedules, appointments and travel arrangements.
• To arrange and co-ordinate meetings and events.
• To record, transcribe and distribute minutes of meetings.
• To monitor, screen, respond to and distribute incoming communications.
• To answer and manage incoming calls.
• To receive and interact with incoming visitors liaise with internal staff at all levels.
• To interact with external clients.
• To co-ordinate project-based work.
• To review operating practices and implement improvements where necessary.
• To design and maintain (user level) databases.
• To perform data entries in accounting system/payroll.
• To supervise, coach and train lower level staff.
• To act as backup office administrator in the absence of the latter.
• Any other cognate duties relevant to such function.

Supervisory Responsibilities

This role will not have direct reporting lines, though will involve working and influencing other employees in parallel/matrix reporting lines.

Degree of Independence/Supervision

• Requires minimal supervisions on the job. Independently works under broad supervision and can manage one owns time efficiently.
• Follows principle of project and quality management.
• Bachelor degree in Business Administration, Management, Secretarial Studies, Project Management, Humanities, Languages and/or similar qualification.
• At least 3 years’ experience in a similar role.

Qualifications and Experience

A lesser qualification may be accepted if this is compensated by suitable demonstrable real world experience.

Skills

Essential technical skills required are:

• Moderate to expert level in MS Office Suite.
• Moderate to expert level organization skills.
• Moderate to expert level of both writing and spoken English/French.
• Ability to touch type 50 words per minute.
• Knowledge of standard office administrative practices and procedures.
• Information gathering and monitoring skills.
• Problem analysis and problem solving skills.
• Judgment and decision-making ability.
• Desired experience in MS Project/SharePoint.

This role will be based in a fast paced, fact changing start-up type environment and as such requires an individual with exceptional skills in the following:

• Pleasant outgoing personality
• Professional appearance
• Ability to work with demanding stakeholders
• Good team players
• Initiative
• Confidentiality
• Ability to deal with simultaneous tasks/projects
• Meticulous and detail oriented
• Flexible and adaptable
• Influential

We are looking for exceptional individuals to be part of the company transformation team in an exciting fast paced start up culture. Skills and experience are required, appreciated and valued but personality and character, intelligence and integrity will be paramount considerations. High maintenance, humourless, introvert or self-important individuals will not succeed in this position and should not apply. You should already be a self-starter, quick learner and have a solid ability to work independently and get things done.