Executive Assistant

• Coordinate and manage executive calendars, ensuring all meetings and appointments are scheduled appropriately and marked private when necessary.
• Organize and prepare materials for meetings, including conference calls and virtual sessions using platforms such as Cisco Webex and Microsoft Teams.
• Maintain accurate records of correspondence and documentation, ensuring confidentiality at all times.
• Assist with travel arrangements for executives, including booking flights and accommodations, and preparing itineraries.
• Collaborate with team members to support organizational needs while working independently on assigned tasks.
• Utilize software tools such as CRM systems, Concur, and Kronos for effective timekeeping and expense reporting.
• Monitor and anticipate administrative needs to ensure seamless operations.
• Communicate professionally with internal and external stakeholders, fostering positive relationships.
• Handle incoming inquiries and draft correspondence on behalf of the executives.
• Support the implementation of processes and systems as needed to enhance efficiency.

• Minimum of 5 years of experience in an executive assistant or similar administrative role.
• Proficiency in calendar management tools, including Outlook and Teams.
• Strong technological skills, with experience in platforms such as Cisco Webex, Concur, and CRM systems.
• Exceptional organizational skills and attention to detail.
• Ability to work independently while contributing to team collaboration.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Previous experience in a science-related or non-profit environment is an asset.

Robert Half