Executive Assistant

You will support executives and project managers by handling administrative tasks, coordinating project activities, and ensuring effective communication among stakeholders. This role bridges the gap between executive-level leadership and operational execution, contributing to the success of projects and the overall organization.

Key Responsibilities:

• Manage and maintain executives’ calendars, schedules, and appointments.
• Prepare, review, and organize reports, presentations, and correspondence.
• Handle travel arrangements, expense reporting, and logistics.
• Assist in planning, scheduling, and executing project deliverables.
• Track project milestones, timelines, and budgets to ensure alignment with goals.
• Organize project meetings, prepare agendas, and take detailed minutes.
• Act as a liaison between the executive team and internal/external stakeholders.
• Ensure timely dissemination of project updates and feedback.
• Handle inquiries and follow-ups on behalf of the executive or project team.
• Maintain accurate and up-to-date records of project activities.
• Compile data for reports and analyze trends or outcomes related to projects.
• Use project management software to track tasks and monitor progress.
• Proactively identify issues or bottlenecks in project workflows.
• Provide support in resolving operational challenges.
• Assist in evaluating options and making recommendations.
• Support special projects or initiatives as assigned by the executive or project manager.
• Continuously improve processes and maintain compliance with organizational policies.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).
• Proven experience as an Executive Assistant, Project Coordinator, or similar role.
• Familiarity with project management methodologies (e.g., Agile, Scrum) is an asset.
• Fast-paced, dynamic environment with occasional need to work outside regular hours to meet deadlines.

Note: This is for one of our clients, not avua directly