Executive Assistant/Office Manager

About the role:

This position provides comprehensive administrative and operational support to the CEO, ensuring seamless coordination of executive activities and office functions. The role involves managing high-level meetings, handling sensitive projects, and overseeing office logistics. Success in this position requires exceptional organizational skills, discretion, and the ability to interact effectively with senior stakeholders.

Key Responsibilities:

Executive Support & Governance Coordination 

- Serve as the primary point of contact between the CEO and board members, internal teams, and external partners. 

- Manage complex scheduling, including domestic and international travel arrangements. 

- Organize and execute meetings for governing bodies and committees, ensuring all logistics from agendas to seating plans are handled professionally. 

- Prepare and format presentations, reports, and meeting materials. - Maintain accurate records of board membership and manage access to secure online resources. 

- Facilitate virtual and in-person meetings, including sending invitations and managing participant lists.

Special Assignments 

- Conduct research and prepare detailed reports for confidential projects. 

- Coordinate executive-level recruitment processes, including candidate screening and interview scheduling. 

- Collaborate with finance leadership to support administrative aspects of financial Operations.

Office Management - Maintain inventory of office and kitchen supplies, ensuring readiness for meetings and events. 

- Organize on-site gatherings, staff lunches, and social activities, including vendor coordination and post-event cleanup. 

- Act as liaison with building management and oversee maintenance contracts. 

- Manage expense reporting and vendor invoicing, including corporate credit card reconciliation. 

- Handle procurement of gifts for staff milestones and special occasions.

Qualifications :

Experience 

- Minimum of 7 years supporting senior executives in a corporate or association environment. 

- Proven ability to plan and execute high-profile meetings and events.

Skills & Competencies 

- Advanced proficiency in Microsoft Office Suite (especially PowerPoint); familiarity with virtual meeting platforms. 

- Strong written and verbal communication skills with meticulous attention to detail. 

- Ability to prioritize multiple tasks, adapt to changing circumstances, and act decisively when needed. 

- High level of discretion and professionalism when handling confidential information. 

- Strong organizational and time-management abilities. 

- Willingness to travel as required, including occasional international trips.

Technical Tools 

- Microsoft Office Suite, Adobe Creative Suite, and virtual collaboration platforms (Teams, Zoom, etc.). 

- Knowledge of event management tools is a plus.

Physical & Work Environment Requirements 

- Ability to operate standard office equipment and lift up to 25 pounds. 

- Must be able to travel for conferences and industry events as needed. 

- Occasional in-office presence required on remote workdays if requested.