Exective Assistant

Responsibilities:

• Manage and prioritize communications (email, telephone, written, and voicemail) on behalf of the Director and other staff, as required.
• Maintain and organize the Directors calendar, including scheduling appointments, meetings, and daily engagements.
• Coordinate complex domestic and international travel arrangements for both business and personal needs.
• Prepare meeting agendas, take minutes, and transcribe handwritten notes into professional correspondence.
• Organize and execute onsite meetings, in-house events, luncheons, and coffee catchups.
• Welcome and check in clients and guests for meetings and events.
• Perform a variety of personal and office errands as needed.
• Liaise with and manage external vendors and contractors for both office and residence-related tasks.
• Conduct ad-hoc research to support business decisions.
• Serve as a gatekeeper and communications hub, managing both incoming and outgoing correspondence.

Administrative Support

• Document management: Create, format, proofread, and maintain documents, reports, spreadsheets, and presentations.
• Expense management: Prepare and submit expense reports, track reimbursements, and reconcile corporate credit card statements.
• Customer service: Respond to inquiries on behalf of the executive and maintain a high standard of professionalism.

Operational Support

• Office management: Oversee office supplies, maintenance, and vendor contracts.
• IT coordination: Liaise with IT support for troubleshooting and technical needs.
• HR support: Help coordinate interviews, onboard new employees, and maintain staff records.

Personal support:

•  Personal scheduling: Manage family calendars, medical appointments and travel on behalf of family or friends.
•  Event planning: Coordinate personal celebrations, dinners, and holiday logistics.
•  Household management: Oversee household staff, maintenance schedules, and contractors.