Executive Assistant

Responsibilities

• Perform a wide range of administrative tasks for multiple executives or senior level management. Tasks may vary depending on specific business unit needs.
• Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and printing. Maintain databases and generate reports upon request.
• Routinely privy to sensitive material, including establishing and maintaining confidential files.
• Review email, research, and independently respond on behalf of management acting as a liaison to internal and external stakeholders.
• Demonstrate expert calendar management of demanding schedules across multiple time zones, including prioritizing meeting requests, resolving conflicts, and ensuring executives are prepared for all commitments.
• Schedule, record, and utilize company approved AI to transcribe team meetings. Arrange team dinners and offsite activities.
• Compile and routinely update a list of all upcoming conferences to support proactive planning and preparation for executive travel.
• Coordinate, with alignment across departments, intricate domestic and international travel arrangements utilizing travel booking platforms and travel agencies as appropriate while maintaining adherence to company policies.
• Manage all entry applications and documents for travelers, including passports, visas, Electronic Travel Authorizations (ETAs) and arrival cards as required to meet mandatory travel locations.
• Develop detailed travel agendas for each trip outlining flights, ground transportation, accommodations, scheduled meetings, dining plans and key points of contact.
• Maximize team overlap, collaboration, and overall productivity when tracking critical deadlines to register executives for conferences and submitting one‑on‑one meeting requests to applicable conference attendees.
• Respond swiftly and efficiently to urgent mid‑travel changes and cancellations while maintaining clear communication with travelers.
• Recognize and act on the need to engage Travel Services, Safety and Security, and Risk personnel as appropriate for safety concerns that arise before or during management’s travel.
• Prepare and process expense reports for all supported executives.
• Organize departmental projects from implementation through completion.
• May mentor and review the work of lower‑level staff.
• Occasionally assist in onboarding new hires and internship candidates.
• Carry out additional duties as assigned.

• Excellent interpersonal and customer service skills.
• Strong clerical and administrative skills.
• Advanced digital literacy, including MS Word, Excel, PowerPoint, Teams, databases.
• Excellent organizational skills with the ability to prioritize and balance multiple tasks independently.
• Strong verbal and written communication skills.
• Excellent attention to detail.
• Strong problem‑solving skills.
• Ability to maintain confidentiality.
• High school diploma or GED required; college degree preferred.

• Minimum of three to five years administrative support experience required, with some experience supporting senior management.
• Overtime may be required on short notice and may include weekend, holiday, and evening hours.
• Basic office equipment, including PC, telephone, copier, fax machine, etc.
• Literacy in travel and expense management platforms.
• PC usage up to 100% of the time.

• Mandated mandatory mandatory supervisory responsibilities not applicable.
• Potential for mandatory mandatory mandatory not applicable.
• Mandated mandatory mentoring.
• Leadership development programs.
• Regular training.
• Career development services.
• Continuing education courses.

• Hybrid working and reasonable accommodations.
• Generous holiday policies.
• Excellent health and wellbeing benefits including corporate membership to Wellhub.
• Paid volunteer time to step away from your desk and into the community.
• Mandated mandatory mandatory mandatory mandatory not applicable.
• Mandated maternal/paternal leave benefits and family services.
• Unique employee events and programs including a 14er challenge.
• Complimentary beverages, snacks and all employee happy hours.

The base salary range for this position is…