Executive Assistant
4 weeks ago
Job Title: Executive Assistant at M2.0 Communications Inc. (Media Meter Inc.).
Full-Time Onsite, Monday to Friday (8 am - 5 pm).
Position SummaryThis role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.
Key Responsibilities- Executive Support: Manage the COO's calendar, schedule meetings, and arrange appointments; prioritize and organize daily tasks to meet deadlines; coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings; handle and prioritize incoming communications (emails, phone calls, and correspondence).
- Project Coordination: Assist with planning and execution of key operational projects by tracking progress and ensuring deadlines and deliverables are met; coordinate project meetings, create presentations, and gather data and reports; track status of operational initiatives and provide updates to the COO.
- Communication & Liaison: Act as the main point of contact between the COO and internal/external stakeholders; draft and proofread emails, presentations, and reports on behalf of the COO; manage confidential information with discretion.
- Office & Operational Support: Manage and organize documents, contracts, and records related to operations; assist with preparation of operational reports and performance tracking documents.
- Event Planning & Travel Management: Organize conferences, meetings, and company events; arrange logistics, participants, and materials in advance. Plan, coordinate, and book travel itineraries including flights, transportation, hotels, and travel insurance; ensure compliance with travel policies; prepare detailed travel briefs.
- Visa, Immigration & Embassy Coordination: Manage visa applications, work permits, and documentation for executive travel; liaise with visa agencies, consulates, and immigration consultants; coordinate with embassies/consulates for appointments and documentation; ensure notarization and authentication as required; keep accurate records.
- Medical & Health Support: Schedule medical appointments; maintain confidential logs of medical actions; coordinate with medical providers and handle insurance documents as required.
- Personal & Family Assistance: Manage personal calendar items and coordinate with household staff or others to facilitate smooth operations for the family.
- Medical & Health Support: Schedule medical appointments; maintain confidential logs of medical actions; coordinate with medical providers and handle insurance documents as required.
- Visa, Immigration & Embassy Coordination: Manage visa applications, work permits, and documentation for executive travel; liaise with visa agencies, consulates, and immigration consultants; coordinate with embassies/consulates for appointments and documentation; ensure notarization and authentication as required; keep accurate records.
- Event Planning & Travel Management: Organize conferences, meetings, and company events; arrange logistics, participants, and materials in advance. Plan, coordinate, and book travel itineraries including flights, transportation, hotels, and travel insurance; ensure compliance with travel policies; prepare detailed travel briefs.
- Office & Operational Support: Manage and organize documents, contracts, and records related to operations; assist with preparation of operational reports and performance tracking documents.
- Communication & Liaison: Act as the main point of contact between the COO and internal/external stakeholders; draft and proofread emails, presentations, and reports on behalf of the COO; manage confidential information with discretion.
- Project Coordination: Assist with planning and execution of key operational projects by tracking progress and ensuring deadlines and deliverables are met; coordinate project meetings, create presentations, and gather data and reports; track status of operational initiatives and provide updates to the COO.
Minimum Qualifications:
- Bachelor's degree in Business Administration, Communications, or related field.
- Exceptional organizational and time management skills; ability to manage multiple projects simultaneously.
- Strong verbal and written communication skills; professional interpersonal skills with executives, employees, clients, and partners.
- Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong problem-solving, decision-making, and attention to detail; ability to work independently and be resourceful.
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