Executive Assistant

Whitecap Search is seeking a dedicated and adaptable professional to join our team. This role involves providing high-level administrative support to executives, ensuring smooth operations and efficient management of their schedules and communications. The successful candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Responsibilities:

• Maintain complex, constantly shifting executive calendars.
• Prioritize and schedule meetings internally and with external stakeholders.
• Anticipate conflicts and propose solutions to keep executives on track.
• Book and manage domestic and international travel (flights, hotels, ground transport).
• Prepare detailed travel itineraries and adjust plans on short notice.
• Monitor and respond to emails or calls on behalf of executives.
• Draft and format professional business correspondence.
• Act as a gatekeeper for inbound requests and filter priorities.
• Prepare materials, briefs, presentations, and agendas for meetings.
• Take notes or organize follow-ups as needed.
• Maintain organized electronic and physical files.
• Process expense reports and reimbursements.
• Liaise with internal teams, portfolio companies, clients, and vendors.
• Support special projects and ad hoc tasks as assigned.

Requirements:

• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to handle sensitive information with discretion and confidentiality.
• Adaptability and problem-solving skills.
• Ability to work independently and as part of a team.
• Flexibility to work overtime as needed.

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted guarantee of certain compensation package for position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.