Executive Assistant (supporting multiple executives experience as an EA is required)

Toronto, ON, TorontoFreelancemid

Executive AssistantAdministration & Office Support

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Quick Summary

Overview

Own complex, ever-shifting calendars across multiple executives and time zones, resolving conflicts proactively, and protecting focus time. Coordinate internal and external meetings, including customer meetings, cross- functional leadership sessions, and candidate interviews in a timely manner.

Technical Tools

Executive AssistantAdministration & Office Support

Own complex, ever-shifting calendars across multiple executives and time zones, resolving conflicts proactively, and protecting focus time.
Coordinate internal and external meetings, including customer meetings, cross- functional leadership sessions, and candidate interviews in a timely manner.
Prepare/ Provide agendas, meeting/ conference materials, and industry conference registrations as needed.
Plan and book domestic and international travel, including flights, lodging, and ground transportation.
Anticipate and resolve travel disruptions in real time, acting as the first line of defense when plans change.
Manage expense reports, receipts, and reimbursements in a timely and accurate manner.
Serve as a gatekeeper and first point of contact for members of the executive team, exercising strong judgment about what requires their attention.
Draft, proofread, and send professional communications on behalf of executives.
Maintain clear, timely follow-up on action items, decisions, and commitments, giving special attention to customer outreach efforts.
Collaborate with other EAs to organize leadership offsites, team events and meetings, from agenda development to logistics and follow-up.
Prepare agendas, take meeting notes, track action items, and drive accountability on deliverables.
Partner with internal and external stakeholders to coordinate customer and partner meetings.
Provide back up support for EA team when out on PTO as needed
Support special projects for the executive team, such as preparing meeting materials and internal communications.
Maintain confidential files, contracts, and documents with a high degree of accuracy and discretion.
Continuously identify opportunities and new tools (such as AI) to improve processes and workflows that support EA and executive effectiveness.