Executive Administrative

Job Description

Core duties and responsibilities include the following. Other duties may be assigned.

• Manage executive team member’s calendars, events & contacts. Proactively updating and monitoring executive schedules, while working closely with both internal and external contacts to avoid scheduling conflicts.
• Coordinate executive communications including taking calls, and responding to emails. Manage incoming/outgoing mail by organizing and distributing as required. Organize and schedule web-conferences; ensuring executives have all applicable details in a timely manner.
• Executive Liaison for staff, clients and other contacts - preparing and formatting information for internal and external distribution. This includes writing letters and memos, compiling data for reports, creating visual presentations, writing reports, taking notes, editing, proofreading and other information preparation duties.
• Coordination of travel arrangements both local and international for executives. Working closely with the administrative team to plan, book, organize travel schedules while ensuring to meet all travel budget and expense policies as set by management.
• Coordination of executive offices:
  Ensure work spaces are kept organized and stocked with supplies/equipment/furniture as needed.
• Work with cross-functional teams to manage and submit executive expenses and provide cost reports to management when requested.
• Assist in coordinating corporate evens internally and externally (End of Month event, lunches, client visits, client events etc.)
• Duties may include making reservations for travel and meals, event planning, answering phones, managing vendors, shopping and running errands.
• Assist with personal real estate (acquisition, dispositions, property management, maintenance and short-term rentals)
• Oversee personal residences & vehicles (maintenance of home, cottage, boats, cars, as well as support with interior design & décor)
• Personal errands & tasks (groceries, dry cleaning, household items – purchases & returns, tidy personal space)
• Event Planning & Coordination (personal seasonal, holiday, dinners, etc)
• Manage personal vendors such as housekeeping, dry cleaners, mechanics and other service providers
• Manage personal calendar, events & contacts, in tandem with other team members (medical appointments, RSVPs, travel & accommodation, car services – domestic & international)
• Track and manage family milestones (arrange gifts, cards, communication, etc)
• Liaise with philanthropies, as needed
• Interact with business team to manage bill payments & account reconciliations (e.g. personal expenses)
• Research as required (ability to resourcefully track down information and/or unique items)
• Manage calendars
• Special projects as assigned
• Manage correspondence (internal and external)
• Attend meetings as required
• Minute taking
• Answer calls and handle inquiries
• Liaison with staff, clients and other contacts
• Manage select personal errands
• Perform research projects as required
• Supports Marketing on event implementation
• Manage filing and office systems
• Performs duties with a high degree of discretion, tact and professionalism
• Provide vacation support for office and reception functions
• Other duties as required

This company is a leader in innovation and technology to the financial industry space and operates in the US, Canada and Latin America.

This company is a leader in innovation and technology to the financial industry space and operates in the US, Canada and Latin America.