Job Title: Executive Assistant
Job Description
The Executive Assistant provides high-level, confidential administrative support to a leader, ensuring their day-to-day operations run smoothly and efficiently. This role manages complex calendars, communications, and logistics while acting as a strategic partner in prioritizing tasks, enhancing productivity, and safeguarding sensitive information. The Executive Assistant prepares a wide range of confidential documents, coordinates high-profile meetings and events, and manages the executive’s budget and expenses with accuracy and professionalism.
Responsibilities
- Provide confidential administrative support to a executive by preparing sensitive correspondence, memos, presentations, spreadsheets, and reports from internal and external sources.
- Receive and manage incoming requests for appointments from staff, elected officials, and members of the public, and schedule meetings while proactively resolving scheduling conflicts.
- Respond to routine inquiries and direct more complex questions to the appropriate subsidiary, division, or department, ensuring timely and professional communication.
- Coordinate travel arrangements for the executive, including transportation, accommodations, and itineraries, ensuring all logistics run smoothly.
- Organize and support high-profile functions and events, including overall program planning, meeting room layout, and catering arrangements.
- Develop agendas for meetings and attend sessions to record key content, decisions, and action items, ensuring effective follow-up and accountability.
- Retrieve, compile, and distribute reference materials and documentation required for meetings and presentations.
- Identify and resolve issues or concerns of a confidential and sensitive nature, exercising sound judgment and discretion.
- Provide administrative support to other projects, programs, and related departments as required, contributing to broader organizational initiatives.
- Manage the executive’s budget by developing and preparing the annual budget, allocating resources to cost centers, and monitoring and approving expenditures.
- Reconcile actual expenditures against financial statements provided by Finance and address any discrepancies in a timely manner.
- Assess and provide recommendations regarding vendors and suppliers of administrative services and products to ensure value and quality.
- Participate in projects related to improving and implementing new administrative procedures, office equipment, systems, and technologies.
- Manage complex calendars, schedule meetings, and coordinate logistics for internal and external stakeholders.
- Act as a primary point of contact for internal and external stakeholders, representing the executive with professionalism and discretion.
- Prepare, edit, and proofread correspondence, reports, and presentations to ensure accuracy, clarity, and a high standard of quality.
- Handle confidential information with discretion, maintaining strict confidentiality at all times.
- Coordinate expense reports, approvals, and reimbursements, ensuring compliance with organizational policies.
- Track action items, deadlines, and follow-ups for the executive to ensure commitments are met and priorities stay on track.
- Maintain organized document and email filing systems that align with the executive’s needs, and proactively resolve administrative issues before they escalate.
Essential Skills
- Minimum of 3+ years of experience as an Executive Assistant or in a similar high-level administrative support role.
- Demonstrated experience managing complex calendars, meetings, and scheduling for leaders.
- Proven ability to coordinate travel arrangements and logistics for executives.
- Strong organizational skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
- Excellent written and verbal communication skills, with the ability to draft and edit professional correspondence and documents.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience using virtual meeting tools to schedule, host, and support remote meetings.
- Hands-on experience with expense reporting, approvals, and budget-related administrative tasks.
- Experience in travel coordination and document management within an executive or corporate setting.
- Ability to work effectively in a hybrid work-from-home environment with appropriate technology and self-management.
- High level of discretion and professionalism in handling confidential and sensitive information.
- Strong judgment and decision-making skills, particularly in managing priorities and resolving issues.
- Exceptional attention to detail, with a focus on accuracy and completeness in all administrative work.
Additional Skills & Qualifications
- Preferred experience supporting executives in a legal setting or professional services environment.
- Experience in other highly regulated or professional sectors, such as medical or healthcare, is considered an asset.
- Demonstrated ability to exercise discretion and maintain confidentiality in all interactions.
- Strong interpersonal skills with the ability to build effective relationships with internal and external stakeholders at all levels.
- Proven ability to prioritize tasks and manage competing deadlines while maintaining a high standard of work.
- Comfort working with new office equipment, systems, and technologies, and contributing to process improvements.
- Adaptability and flexibility to adjust to changing priorities and executive needs.
- Professional demeanor, with a calm and composed approach when handling sensitive or time-critical issues.
Work Environment
This role operates in a hybrid work environment, with four days working from home and one day in the office each week, with the possibility of additional in-office days when required by the executive’s schedule. The position is based in a professional office setting at a corporate headquarters, with standard hours of Monday to Friday, 8:00 a.m. to 4:00 p.m. The work involves regular use of computers, Microsoft Office applications, virtual meeting tools, and standard office equipment. The dress code in the office is business casual. The organization typically closes early at 2:00 p.m. on December 24th and observes holidays on December 25th and 26th. The Executive Assistant works closely with leadership and planning functions in a collaborative, professional environment that values discretion, reliability, and proactive support.
Job Type & LocationThis is a Contract position based out of New Westminster, BC.
Pay and BenefitsThe pay range for this position is $25.00 - $35.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Workplace TypeThis is a hybrid position in New Westminster,BC.
À propos d'Aston Carter
Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.
Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.
Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à [email protected] pour connaître d’autres options d’accommodement.
Ordonnance sur l’égalité des chances de San Francisco:
Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.
Utilisation de l’intelligence artificielle (IA):
Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
