Core Executive Consultants jobs

Position Summary:

The Executive Assistant to the President & CEO is responsible for providing high-level administrative, operational, and personal support to the President & CEO. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while ensuring the smooth day-to-day operation of executive functions. The Executive Assistant will coordinate meetings, manage permits and licensing documentation, oversee billing and invoices, assist with personal and business-related tasks, and act as a liaison between the President & CEO and internal and external stakeholders.Key ResponsibilitiesExecutive & Administrative Support

• Manage the President & CEO's calendar, appointments, and daily schedule.
• Coordinate and schedule internal and external meetings.
• Prepare meeting agendas, presentations, and supporting documents.
• Take meeting minutes and follow up on action items.
• Screen phone calls, emails, and correspondence on behalf of the President & CEO.
• Handle confidential information with professionalism and discretion.

Billing & Financial Administration

• Review and organize invoices and billing documents.
• Coordinate payments with the finance department.
• Track due dates and ensure timely processing of invoices.
• Maintain organized financial and administrative records.
• Assist with expense tracking and reimbursements.

Permits, Licensing & Compliance

• Coordinate permit applications and renewals.
• Track licensing deadlines and required documentation.
• Liaise with municipalities, contractors, consultants, and government agencies.
• Maintain records of permits, inspections, and compliance documents.

Meeting & Project Coordination

• Schedule executive meetings and board meetings.
• Coordinate travel arrangements and itineraries when required.
• Follow up with contractors, vendors, consultants, and business partners.
• Assist in managing special projects assigned by the President & CEO.
• Ensure project deadlines and deliverables are tracked and completed.

Personal Executive Support

• Assist with personal appointments and scheduling.
• Coordinate personal travel, reservations, and errands when required.
• Manage confidential personal documentation.
• Handle miscellaneous personal administrative tasks while maintaining complete confidentiality.

Communication & Relationship Management

• Serve as the primary point of contact for executive inquiries.
• Communicate professionally with clients, government agencies, vendors, and stakeholders.
• Draft letters, emails, reports, and executive correspondence.
• Maintain positive professional relationships with internal and external contacts.

Record Management

• Maintain organized electronic and physical filing systems.
• Prepare reports and executive summaries.
• Ensure important documents are stored securely and easily accessible.

Qualifications

• Postsecondary education in Business Administration, Office Administration, or a related field is preferred.
• Minimum 3 years of executive administrative experience.
• Experience supporting senior executives is considered an asset.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Excellent verbal and written communication skills.
• Exceptional organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• High level of discretion and confidentiality.
• Strong problem-solving and decision-making abilities.

Core Competencies

• Executive-level professionalism
• Organization and planning
• Time management
• Confidentiality and integrity
• Communication skills
• Attention to detail
• Initiative and accountability
• Relationship management
• Adaptability
• Project coordination

Working RelationshipsThis position works closely with:

• President & CEO
• Finance Department
• Operations Team
• Human Resources
• Property Managers
• Contractors and Consultants
• Government and Municipal Agencies
• Vendors and Service Providers

Pay: $70,000.00 per year

Benefits:

• Company events
• Dental care
• On-site parking
• Vision care

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 3 years (required)

Willingness to travel:

• 50% (required)

Work Location: In person