Job Summary:
We are seeking a highly organized and proactive Executive Assistant (EA) with strong operational and administrative skills to provide high-level support to our leadership team. This role requires exceptional calendar and email management abilities, as well as experience in streamlining processes, coordinating projects, and ensuring smooth day-to-day operations. The ideal candidate is detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Executive & Operations Support:

Manage and coordinate the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Monitor and organize emails, responding on behalf of the executive when appropriate.
Prepare reports, presentations, and documents for meetings.
Handle confidential and sensitive information with discretion.
Serve as a key point of contact between executives and internal/external stakeholders.
Proactively identify and address operational inefficiencies, ensuring smooth workflows and optimal productivity.
Take initiative and anticipate needs, resolving issues before they arise.
Follow up on outstanding tasks and ensure team members complete their responsibilities accurately and on time.
Improve internal processes and contribute to the overall efficiency of the organization.
Support cross-functional initiatives and ensure seamless execution of projects.
Communicate effectively with all staff to maintain consistent messaging and alignment across the business.

Administrative Duties:

Coordinate internal communications and company-wide announcements.
Assist with the organization of company events, meetings, and special initiatives.
Support special projects as assigned, ensuring timely and successful completion.

HR & Compliance Support (Limited Scope):

Maintain and update employee records and documentation.
Help ensure compliance with company policies and labour regulations.
Assist in high-level HR tasks related to recruitment coordination and onboarding.

Requirements & Qualifications:

Proven experience as an Executive Assistant, Personal Assistant, or in a similar operational support role.
Strong organizational and time-management skills with the ability to multitask effectively.
Proactive problem solver with the ability to work independently.
Strong communication skills (both written and verbal).
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and project management tools.
High level of professionalism, discretion, and confidentiality.
Ability to manage competing priorities in a fast-paced environment.

Preferred Qualifications:

Experience in operations, process improvement, or project coordination.
Familiarity with HR systems or compliance processes is a plus but not required.

Remuneration:

Competitive salary and benefits package.
Opportunity to work closely with senior leadership and influence business operations.
Growth and development opportunities within the company.
A collaborative and dynamic work environment where proactive problem-solving is valued.

If you are a highly organized and proactive professional with strong operational skills, we would love to hear from you! Apply today!