Executive Assistant to the President

Our client is looking for a professional Executive Assistant to join their team.

What Your Impact Will Be

The role supports the Presidents schedule by providing administrative services which are of a confidential and sensitive nature.
The EA responds to a wide range of general and confidential inquiries; liaises with internal and external contacts; monitors and initiates follow-up actions that support the Presidents itinerary; prepares correspondence; and processes financial administration activities.
The role has primary responsibility for coordinating and maintaining the Presidents appointments calendars; scheduling regular meetings; and event management and organizing the Presidents travel arrangements.

Where is it based?

Responsibilities

• Establishes and maintains President's schedule, using discretion and judgment as to when and who should meet with the President and prioritizes information flow.
• Assists the President's Office in interacting with executives, management, and staff.
• Manages President's travel, speaking engagements as well as expense reimbursements.
• Prepares for Executive Committee, Board of Governors, Annual General Meeting.
  This includes co-ordinating and establishing meeting dates and times, tracking attendance, notifying appropriate staff and members, providing background / package material in advance of the meetings, attending meetings, taking, and distributing minutes.
• Research new member background information, and prepare document(s) for approval at Executive/Board meetings
• Liaise with various Executive Committee members of various issues/topics
• Assist with prospective member sales funnel - scheduling meetings with staff, organizing approval and nominations.
• Assist with new member onboarding
• Nominations Committee - assist with the nominations process for Board & Executive.
  Maintain schedule of terms, new members, resignations, and schedule meetings of Nominations committee, as necessary.
• Assist with scheduling events, speakers, and providing onsite support when necessary.
• Respond to emails/telephone inquiries from staff and external contacts.

Must Haves

• 3+ years of Executive Assistant Experience
• Strong Calendar Management Skills
• Competence in recording and transcribing meeting minutes.
• Extensive knowledge of MS office (Word, Excel, Outlook)
• Proficient verbal and written communication skills, capable of assisting with communications tasks as required.
• Proficiency in effective time management skills, including prioritization, task delegation, and meeting deadlines.
• Strong interpersonal abilities to establish a broad network of relationships with both internal and external contacts.
• Capacity to uphold strict confidentiality, demonstrating mature judgment, tact, and discretion.
• Exceptional organizational skills with an adept ability to prioritize tasks effectively.

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