Executive Assistant

Executive Assistant

Position: Executive Assistant Type: Permanent, Full-time

General Summary

As an Executive Assistant, you will have a crucial role in supporting the executive team and ensuring the smooth operation of the organization. We value diversity and equal opportunity and encourage applicants from all backgrounds to apply. Your responsibilities will include providing comprehensive administrative assistance and contributing to the efficient functioning of the company's operations. This role involves managing calendars, coordinating meetings, handling communications, and supporting various administrative tasks. We welcome candidates from diverse backgrounds and encourage everyone to apply.

Knowledge, Skills, and Abilities Required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Calendar and Schedule Management

• Coordinate and manage the executive team's calendars, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and schedule commitments, ensuring optimal use of time and resources.

Communication Management

• Manage and screen incoming calls, emails, and correspondence for the executive team, prioritizing and responding as appropriate.
• Draft, proofread, and edit documents, reports, presentations, and other materials as needed.

Meeting Coordination and Support

• Arrange and coordinate meetings, including logistics, agenda preparation, and document distribution.
• Take minutes, track action items, and follow up on meeting outcomes as required.

Administrative Support

• Assist in the preparation and review of reports, presentations, and other business documents.
• Conduct research, gather data, and provide support in various administrative tasks.
• Maintain and organize electronic and physical filing systems, ensuring accuracy and accessibility of information.

Travel and Event Management

• Coordinate travel arrangements, including flights, accommodations, transportation, and visas, as needed.
• Support the planning and execution of corporate events, conferences, and other related activities.

Sales/Marketing Administration

• Support the sales team with scheduling client meetings, preparing proposals, and maintaining customer records.
• Assist in the creation and distribution of marketing materials such as brochures, email campaigns, and social media content.
• Provide administrative support for sales and marketing initiatives, including lead tracking, CRM updates, and follow-ups.

Confidentiality and Information Security

• Handle sensitive and confidential information with the utmost discretion and maintain strict confidentiality.
• Adhere to data protection and security protocols, ensuring the privacy and integrity of company and client information.

Education and Experience

• Bachelor’s degree in business administration, management, or a related field is preferred.
• Previous experience in executive support roles or administrative positions.
• Familiarity with the managed security services industry, cybersecurity concepts, or IT operations is advantageous.

Key Competencies

• Proven experience as an executive assistant or in a similar role, preferably within the technology or cybersecurity industry.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills, including professional business writing and editing abilities.
• Proficient in using productivity tools such as Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook) and collaboration platforms.
• Attention to detail, accuracy, and problem‑solving abilities.
• Ability to work independently and collaboratively in a fast‑paced, dynamic environment.
• Discretion and professionalism when handling confidential and sensitive information.
• Flexibility and adaptability to changing priorities and deadlines.

Career Path

• Executive/Operations Coordinator
• Office Manager
• Operations Manager
• Account Coordinator

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills