Executive Assistant

Job Description

Job Description

Benefits:

• Bonus based on performance
• Competitive salary
• Opportunity for advancement
• Training & development

Position Overview

We are seeking a highly organized, proactive in-office Executive Assistant to provide comprehensive support to the President and Event Planner in a fast-paced, dynamic environment. This role requires remaining accessible outside of standard business hours, exceptional multitasking abilities, and sound judgement. The ideal candidate thrives under pressure, anticipates needs before they arise, and operates with a high level of professionalism and confidentiality.

Key Responsibilities

Executive Support

• Manage calendars, scheduling, and prioritization for the President and Event Planner
• Coordinate internal and external meetings, including logistics, agendas, and follow-ups
• Handle confidential communications, correspondence, and document preparation
• Serve as a gatekeeper, managing access and ensuring time is used efficiently

Event & Project Coordination

• Distribute event tickets to clients and customers in a timely and professional manner
• Serve as a support to the Strategic Initiatives & Operations Manager to communicate directly with clients regarding event details and confirmations when needed
• Serve as a support to the Strategic Initiatives & Operations Manager to coordinate with venue and suite management teams to arrange food, beverages, and hospitality services when needed
• Serve as a support to the Strategic Initiatives & Operations Manager to ensure all event-related logistics (tickets, guest lists, catering, special requests) are accurately managed when needed
• Serve as a support to the Strategic Initiatives & Operations Manager Serve as a point of contact for client inquiries related to events when needed
• Serve as a support to the Strategic Initiatives & Operations Manager support light event planning logistics while ensuring a seamless customer experience
• Maintain organized records of event communications, ticket distribution, and vendor coordination
• Remain accessible outside of standard business hours for urgent matters
• Demonstrate flexibility and adaptability in a constantly changing environment

Operational & Administrative Support

• Organize travel arrangements, itineraries, and expense reporting
• Prepare reports, presentations, and briefing materials
• Manage office operations and assist with workflow optimization
• Coordinate cross-functional communication between departments

Qualifications

• 1 to 3+ years of experience supporting senior executives in a fast-paced environment
• Experience in event planning, hospitality, or high-demand industries is a strong plus
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• High level of discretion and professionalism when handling sensitive information
• Ability of multitask, prioritize, and remain calm under pressure
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools