Administrative Assistant

Executive Assistant (EA)

Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.

Responsibilities include :

• Manage complex executive calendars, including internal / external meetings, travel, and events.
• Anticipate conflicts, prioritize requests, and optimize time usage.
• Schedule across multiple time zones using Outlook or Google Calendar.
• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls, messages, and requests, escalating only what requires executive attention.
• Serve as a liaison between executives, employees, clients, and partners.
• Prepare agendas, talking points, and briefing documents.
• Collect and synthesize background materials ahead of meetings.
• Record minutes, track action items, and ensure follow-up.
• Coordinate domestic and international travel (flights, hotels, transportation).
• Prepare detailed itineraries and handle last-minute changes.
• Process reimbursements and expense reports.
• Assist with research, data gathering, and report preparation.
• Track progress on executive priorities and initiatives.
• Manage confidential information with discretion.
• Maintain organized digital filing systems.
• Manage document version control and approvals.
• Support onboarding or offboarding of senior staff as needed.

What makes you a perfect fit :

Required experience & skills (minimum) :

Ideal experience & skills :

What does a typical day look like?

In essence : you are the executive's right hand, ensuring they operate at maximum efficiency and effectiveness.

Key metrics for success (KPIs) :

Interview process :