Executive Assistant

The purpose of the Executive Assistant is to support the Executive Team. The Executive Assistant will mostly manage business-related tasks for the team, such as creating reports, organising travel and accommodation, taking minutes and other organisational tasks.

• A graduate of any bachelor's degree with 3+ years of proven experience as an Executive Assistant
• In-depth understanding of the entire MS Office suite
• Familiarity with Otter's features and functionality is considered an asset for this position.
• Must be able to meet deadlines in a fast-paced, quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Good verbal and written communication skills
• Technical skills, such as common business software and protocols.
• Sophisticated management and organizational abilities.
• Relevant industry background or knowledge for the company the executive works at is a plus.

• Managing the executive’s calendar, scheduling and preparing for meetings, and coordinating travel.
• Working with or managing other administrative teams or projects, which may include the executive’s personal assistant.
• Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provides the executive with everything necessary to make decisions.
• Administration can include expense reports as well as reports that the executive needs to stay on top of the information required to do their job.
• Can include everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included.
• Responding to email, managing the executive’s inbox, taking phone calls and, in general, serving as a gatekeeper so that only the necessary communication comes through.
• Serving on behalf. This may mean meeting with clients, returning communication, or relaying the executive’s wishes to reduce direct access to the executive.
• Contact management. More than simply maintaining a contact list (though that is part of it), contact management involves helping the executive know as much as possible about a contact to give context to communication and meetings.
• Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executive assistants who may end up making managerial decisions at a moment that keeps a project moving forward.
• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.