Our client is looking for a professional Executive Assistant to join their team.
What Your Impact Will Be
The role supports the Presidents schedule by providing administrative services which are of a confidential and sensitive nature. The EA responds to a wide range of general and confidential inquiries; liaises with internal and external contacts; monitors and initiates follow-up actions that support the Presidents itinerary; prepares correspondence; and processes financial administration activities. The role has primary responsibility for coordinating and maintaining the Presidents appointments calendars; scheduling regular meetings; and event management and organizing the Presidents travel arrangements.
Where is it based?
Responsibilities
- Establishes and maintains President’s schedule, using discretion and judgment as to when and who should meet with the President and prioritizes information flow.
- Assists the President’s Office in interacting with executives, management, and staff.
- Manages President's travel, speaking engagements as well as expense reimbursements.
- Prepares for Executive Committee, Board of Governors, Annual General Meeting. This includes co-ordinating and establishing meeting dates and times, tracking attendance, notifying appropriate staff and members, providing background / package material in advance of the meetings, attending meetings, taking, and distributing minutes.
- Research new member background information, and prepare document(s) for approval at Executive/Board meetings
- Liaise with various Executive Committee members of various issues/topics
- Assist with prospective member sales funnel - scheduling meetings with staff, organizing approval and nominations.
- Assist with new member onboarding
- Nominations Committee – assist with the nominations process for Board & Executive. Maintain schedule of terms, new members, resignations, and schedule meetings of Nominations committee, as necessary.
- Assist with scheduling events, speakers, and providing onsite support when necessary.
- Respond to emails/telephone inquiries from staff and external contacts.
Must Haves
- 3+ years of Executive Assistant Experience
- Strong Calendar Management Skills
- Competence in recording and transcribing meeting minutes.
- Extensive knowledge of MS office (Word, Excel, Outlook)
- Proficient verbal and written communication skills, capable of assisting with communications tasks as required.
- Proficiency in effective time management skills, including prioritization, task delegation, and meeting deadlines.
- Strong interpersonal abilities to establish a broad network of relationships with both internal and external contacts.
- Capacity to uphold strict confidentiality, demonstrating mature judgment, tact, and discretion.
- Exceptional organizational skills with an adept ability to prioritize tasks effectively.
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