Executive Assistant/ Personal Assistant to CEO in Vaughan

Position Overview

The Executive Assistant to the CEO provides high-level administrative support to the Chief Executive Officer. This role is crucial in ensuring the smooth operation of the CEO’s office and involves managing schedules, coordinating communications, and handling a variety of administrative tasks. The ideal candidate will be highly organized, professional, and able to handle sensitive information with discretion.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and handle incoming communications, including calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Prepare and edit high-quality correspondence, reports, presentations, and other documents as needed.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.

Personal Assistance

• Assist with personal tasks and errands for the CEO, including managing personal appointments, travel, and other non-business related activities.
• Coordinate family and personal events, including planning and arranging logistics.
• Manage and organize personal files and documents.

Communication and Liaison

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Facilitate communication and ensure smooth interaction between the CEO and other executives, employees, clients, and partners.
• Draft, proofread, and send communications on behalf of the CEO, ensuring clarity and professionalism.

Office Management

• Oversee the day-to-day operations of the CEO’s office, including managing office supplies and equipment.
• Coordinate with other administrative staff to support office functions and maintain efficiency.

Travel and Event Coordination

• Arrange domestic and international travel for the CEO, including flights, accommodations, and transportation.
• Plan and coordinate high-profile events, meetings, and conferences, ensuring all logistical aspects are handled efficiently.

Project and Task Management

• Assist with special projects and initiatives as directed by the CEO.
• Conduct research, compile data, and prepare reports and presentations to support decision-making.
• Track and follow up on key projects and deadlines, ensuring timely completion of tasks.

  Confidentiality and Discretion

  • Handle sensitive information and maintain confidentiality with the utmost professionalism.
  • Exercise discretion and sound judgment in dealing with high-level matters and confidential issues.

  Education

  Bachelor’s degree in Business Administration, Management, or a related field preferred.

  Experience

  Minimum of 2-3 years of experience as an executive assistant or in a similar administrative role, preferably supporting a CEO or senior executive.

  Skills

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Excellent organizational, time-management, and multitasking abilities.
  • Superior verbal and written communication skills.
  • Ability to prioritize tasks and handle multiple responsibilities effectively.
  • High level of discretion, confidentiality, and professionalism.
  • Strong problem-solving skills and attention to detail.

  Attributes

  • Professional demeanor and positive attitude.
  • Ability to work independently and as part of a team.
  • Proactive and resourceful approach to problem-solving.
  • Flexibility and adaptability in a dynamic and fast-paced environment.

  Working Conditions

  • Standard office environment with travel as required.
  • Full-time position with typical business hours, though extended hours may be necessary depending on the CEO’s schedule.