Executive Assistant to Chairman & CEO

Idea Recruitment has an exciting opportunity for an experienced Executive Assistant who is comfortable supporting C-suite leaders and handling sensitive information with ease. This role is a strong fit for a professional who anticipates needs, works independently, and serves as a trusted partner to senior leadership.  In this role you will provide high-level administrative and confidential support to the Chairman & CEO and, as assigned, to other members of the Executive Team. This role manages calendars, travel, meetings, and communications, and performs complex administrative, analytical, and research duties. Much of the work is self-directed and requires professional independence, sound judgment, initiative, and the highest level of discretion.

Key Responsibilities:

·        Manage the Chairman & CEO’s calendar, including scheduling, prioritizing conflicting requests, and coordinating each meeting from invitation through preparation of materials

·         Keep each executive’s calendar accurate and current, in the format that executive prefers

·         Serve as the primary liaison between the Chairman & CEO and the Executive Team, employees, and external stakeholders

·         Arrange complex domestic and international travel, including itineraries, agendas, and materials for meetings and industry conferences, and travel for family members when requested

·         Prepare, review, and proofread correspondence, reports, presentations, and other documents for accuracy before they are sent

·         Conduct research and gather information on behalf of the Executive Team, and prepare summaries and reports

·         Coordinate and organize meetings, including attendee notification, set-up, pre- and post-meeting correspondence, and follow-up

·         Take and distribute minutes, and track action items from leadership and team meetings

·         Anticipate needs and keep each executive informed of upcoming commitments, deadlines, and follow-ups

·         Prioritize competing demands and handle matters promptly and proactively, following through to completion within deadlines

·         Handle confidential, sensitive, and privileged information with the highest level of discretion and sound judgment

·         Process expense reports, invoices, and payments due in line with company approval procedures

·         Develop and maintain administrative tools and systems, including approved technology and AI tools used in line with company policy, to improve efficiency

·         Represent the Chairman & CEO and the company professionally to the public, businesses, and agencies when asked

·         Build strong working relationships at all levels of the organization, and collaborate with the Administrative Coordinator and the Legal Administrative Assistant

·         May direct and deploy support staff or other resources

·         Perform special projects and other duties as assigned

Additional Support Duties:

·         Assist with special projects for other Executive Team members as needed

·         Plan events for internal and external stakeholders

·         Serve as a back-up to the receptionist and the Administrative Coordinator, and represent the company in a professional manner

·         Provide general administrative support, including scanning, filing, creating and modifying reports, and composing correspondence

·         Handle personal assistant duties for the executive as needed