Executive Assistant
8 hours ago
Job Summary:
The Executive Assistant (EA) will provide high-level administrative and strategic support to the CEO, ensuring smooth operations and proactive management of key responsibilities. As the CEO’s role has expanded to oversee multiple companies and key client relationships, including with Colliers, the EA will play a critical role in optimizing the CEO’s workflow, managing communications, and facilitating the execution of business strategies.
Key Responsibilities:
Administrative Support:Manage the CEO’s calendar, including scheduling meetings, appointments, and events across multiple companies.Coordinate and prioritize daily tasks, ensuring the CEO remains focused on strategic priorities.Prepare, review, and organize all necessary documents for meetings and presentations.Oversee the CEO’s travel arrangements, including flight bookings, accommodations, and itineraries.Act as a point of contact between the CEO and internal/external stakeholders, maintaining professionalism in all interactions.Project Management:Assist in coordinating and tracking project milestones, particularly high-priority projects with clients like Colliers.Collaborate with department heads to ensure smooth progress of projects that the CEO oversees.Manage follow-up actions and ensure accountability by department leads.Communication Management:Draft and review emails, memos, and reports for the CEO, ensuring clarity and alignment with the CEO’s communication style.Act as a gatekeeper for incoming communications, prioritizing urgent matters and handling routine inquiries independently.Organize and maintain records of key communications, ensuring easy access when needed.Meeting Coordination:Schedule, prepare agendas, and take detailed minutes for meetings involving the CEO.Ensure timely follow-up on action items discussed during meetings.Assist in preparing materials for presentations, ensuring alignment with the CEO’s strategic goals.Strategic Support:Conduct research and provide the CEO with relevant data or reports to assist with decision-making and business strategies.Track key performance indicators (KPIs) for the CEO’s ongoing initiatives, compiling data and insights as required.Support the development of strategic documents, reports, and presentations for board meetings, client meetings, and internal reviews.Client & Stakeholder Management:Act as a liaison between the CEO and key clients, such as Colliers, managing communication and maintaining strong client relationships.Ensure all interactions with clients and stakeholders align with the company’s values and the CEO’s professional approach.Confidentiality & Discretion:Handle sensitive information with the utmost confidentiality.Maintain discretion and professionalism in all dealings, both internal and external.Qualifications:
Minimum 5 years of experience as an Executive Assistant, ideally supporting senior executives in a fast-paced business environment.Bachelor's degree in Business Administration or related field preferred.Exceptional organizational and time-management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite and project management tools (e.g., Smartsheets, Asana).Ability to manage multiple tasks with precision and urgency.Strong problem-solving skills and ability to anticipate the needs of the CEO.Ability to work independently and handle high-pressure situations calmly.Proactive, resourceful, and able to anticipate the CEO’s needs before they arise.High level of emotional intelligence, with the ability to navigate complex relationships and manage competing priorities.Trustworthy and able to manage confidential information discreetly.Detail-oriented, with a strong sense of ownership over tasks and projects.A strategic thinker who can assist the CEO in maintaining focus on long-term goals.-
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