Executive Assistant & Event Planner

Overview

The position provides high-level administrative support and assistance to the President and other assigned leadership staff within the corporate office. This role requires a strong understanding of all relevant company operations and handles highly confidential information regularly, requiring the use of discretion and judgment. The position also serves as a primary architect for corporate events, overseeing the end-to-end planning, coordination, and execution of executive-level meetings, conferences, and company functions.

CORE & ESSENTIAL:

TASKS:

• Lead the end-to-end execution of corporate conferences, high-level events, and executive meetings, including logistics, vendor negotiation, and on-site troubleshooting.
• Manage complex calendars, scheduling, and meeting materials for the President and other management team members.
• Serve as the primary on-site contact for day-to-day office operations and maintaining a presentable office environment.
• Coordinate all executive travel logistics, itineraries, and related expense reports or vendor
• Monitor operational initiatives and cross-departmental projects, preparing reports and tracking tasks to ensure all deadlines are met.
• Serve as the primary administrative partner to the President, managing communication preparation, prioritization of requests, and the development of board-related materials.
• Oversee office supply inventory, facility maintenance requests, and vendor coordination for equipment upkeep.
• Travel to required corporate events with additional domestic or international travel as required by business needs.
• Support the broader Management Team on special assignments and conduct research to
• Regularly handle highly confidential information with a high degree of discretion and professional judgment.
• All other duties as assigned.

QUALIFICATIONS & SKILLS:

• Possession of at least a high school diploma or equivalent is required, and a post-secondary degree is mandatory.
• In lieu of a degree, a comparable combination of education, job specific certification(s), and experience (including military service) may be considered.
• Must be able to meet tight deadlines and be flexible in changing workflow and demands. Demonstrated aptitude for problem-solving; ability to determine solutions.
• Must be results-orientated and able to work both independently and within a team environment.
• Must work effectively with divergent types of people. Must possess excellent verbal and written communication skills.
• Proficiency in using Microsoft Office Suite applications, Google platforms and contact management software.
• Adherence to health and safety regulations (e.g. use of protective gear).
• Driving is a requirement for this position. Must have the ability to travel both domestically and internationally, so the ability to travel by plane, operate a motor vehicle and maintain a driver’s license are required.
• Must have a vehicle in good working condition and ensure it meets all safety, insurance, and legal requirements.
• Overnight domestic and international travel required.

Ability to communicate orally in a clear, concise, and effective manner with customers, account representatives, company representatives, management, staff, and the public in face-to-face, one-on-one and group settings. Ability to use a telephone for communication. Ability to maintain regular, predictable, and punctual attendance at the facility and other designated locations. Ability to establish and maintain effective working relationships with others. Use office equipment such as a personal computer, copier, and facsimile machines.

Sit, walk, and/or stand for extended time periods. Hearing and vision required to be within normal ranges. Ability to accurately distinguish color variation. Carry, push, pull, reach, and lift up to 15 lbs. Read at, above, and below shoulder height. Occasionally stoop, kneel or crouch. Tolerate inclement weather, including heat and cold. Sufficient manual dexterity required to operate office equipment.

Normal range of tolerance to household and other types of typical industrial/ construction chemicals and solvents. Must have the ability to travel by plane, operate a…