Executive Assistant

Executive Assistant

Job Description:  

Inspired HR is working with a client to support the recruitment of an Executive Assistant who will report directly to the President. This role provides high-level executive, administrative, personal, and property-related support to ensure seamless day-to-day operations and effective support for the President. The role serves as a primary point of contact for internal and external stakeholders on matters pertaining to the organization and its related entities and coordinates the President’s business and personal commitments along with their properties. Responsibilities include calendar and travel management, office administration, consistent documentation and recordkeeping, detailed vendor and property coordination, and special and recurring projects.

The successful candidate will be highly organized, resourceful, discreet and comfortable working within a small, private, high-net-worth environment. This individual must exercise sound judgment, manage competing priorities, and consistently follow through on commitments to ensure matters are brought to completion. They will be expected to take initiative, anticipate needs, think proactively, and independently move tasks and projects forward without requiring ongoing direction.

The successful candidate must be self-motivated, highly accountable, and comfortable working independently in a small office environment at times working solo. The ability to take initiative, manage responsibilities with minimal supervision, and consistently move tasks and projects forward is essential. They will have a genuine passion for administrative work and take pride in creating structure, maintaining organization, solving problems and providing dependable support. They must also be comfortable handling confidential business and personal matters with professionalism, care and discretion.

Roles and Responsibilities of the Executive Assistant:  

• Provide comprehensive executive and administrative support to the President, including managing a highly active calendar, scheduling and confirming appointments, preparing expense reports, drafting correspondence, compiling meeting materials, and arranging complex travel, itineraries and agendas.
• Plan, coordinate and protect the President’s schedule, serving as a trusted gatekeeper while ensuring priorities, commitments, and deadlines are appropriately managed.
• Manage recurring weekly and monthly administrative responsibilities, proactively follow up on outstanding items, and ensure ongoing commitments, payments, services, appointments, and deadlines are not missed.
• Maintain organized records and trackers for recurring business, personal, office, and property-related items, including key dates, service schedules, renewals, outstanding items, and required follow-ups.
• Communicate directly, and on behalf of the President, with internal and external stakeholders regarding organizational initiatives, appointments, commitments, and follow-up items.
• Research, prioritize, and follow up on incoming issues and requests addressed to the President, including matters that are sensitive, confidential, or time-critical.
• Maintain clear communication between the President’s office, internal departments, and external stakeholders, building credibility, trust, and effective working relationships.
• Keep the President well informed of upcoming commitments and responsibilities, proactively identifying required actions and following up to ensure items are completed.
• Coordinate business and personal appointments and related logistics, including appointments associated with residences and properties.
• Coordinate with external vendors, contractors, and service providers for seasonal and ongoing property maintenance, repairs, inspections, deliveries, and other property-related needs, ensuring work is scheduled, communicated, monitored, and followed through to completion.
• Consistently maintain, organize, and update organizational documentation, including internal procedures, templates, vendor correspondence, contact lists, and electronic and physical filing systems.
• Oversee general office administrative needs, including maintaining office supplies, coordinating service providers, supporting office organization, and addressing day-to-day operational requirements as needed.
• Manage a variety of special projects for the President, including projects that may have organizational, operational, personal, or property-related impact.
• Complete critical deliverables with a hands-on approach, including drafting business and personal correspondence, coordinating documentation, and completing other tasks that enable the President to effectively lead the organization and manage ongoing commitments.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow projects and tasks through to successful completion, often under deadline pressure.
• Participate as a member of the team, including coordinating meetings, attending meetings as required, documenting action items, and following up on assigned responsibilities.
• Maintain full communication and transparency with the President regarding priorities, progress, challenges, and matters requiring attention or decision.
• Promptly raise conflicts, disputes, concerns, or other issues requiring the President’s awareness or direction to support timely resolution.
• Perform other executive, administrative, personal, office, and property-related duties as required to support the President and the organization.

Additional Information:

This is an office-based position requiring the successful candidate to work onsite Monday through Friday. Occasional flexibility outside regular business hours may be required to support business, personal, travel, or property-related needs.

Required Qualifications:

• Proven experience as an executive assistant, office manager, personal assistant, property administrator, or in a similar senior administrative role.
• Advanced proficiency in Microsoft Office Suite, particularly SharePoint, Excel, PowerPoint, Outlook, and Word.
• Critical thinking and an ability to comprehend, interpret and analyze information, and make decisions and produce appropriate responses.
• Ability to prioritize tasks and manage time effectively in a deadline-driven environment.
• Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
• Strong work ethic, flexible and able to work collaboratively with other team members.
• High attention to detail with strong communication skills, both verbal and written.
• Ability to work independently and take initiative to problem solve and move items forward.
• Ability to work under pressure with tight deadlines during critical times.
• Comfortable and confident working in a fast-paced office environment.
• Strong interpersonal skills and the ability to build positive relationships at differing levels within the organization and a necessity in helping to resolve conflicts and issues.
• Comfortable supporting a blended role that includes executive, business, personal, office, and property-related responsibilities.
• Experience coordinating vendors, contractors, property services, office operations, or personal administrative matters is considered an asset.