Senior Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive, high-level support to the CEO of a professional services organization. This role combines executive and administrative support with light marketing coordination, requiring excellent communication skills, strong judgment, and the ability to anticipate needs in a fast-paced environment.

Duties / Tasks to perform Executive Support • Manage the CEO’s calendar, including meetings, appointments, and travel arrangements. • Plan and coordinate annual one-on-one calls, maintain detailed records, and share actionable follow-ups. • Prepare meeting materials, reports, presentations, and professional correspondence. • Screen and direct calls and inquiries with professionalism and discretion. • Handle travel logistics (flights, accommodations, ground transportation). • Manage expense reports and reimbursement processes. • Support Account Managers by identifying appointments, anniversaries, and key client details to strengthen relationships. • Organize visits to prospective clients in Vancouver and nearby cities. • Support the CEO in generating referrals within professional networking groups. • Grow the CEO’s LinkedIn network by sending daily connection invitations within platform limits.

Administrative Support • Maintain confidential files, records, and sensitive information. • Prepare agendas, minutes, and follow-up items for meetings. • Manage virtual office tools and supplies as needed. • Complete forms, applications, and administrative requests accurately and on time.

Project & Research Support • Assist with special projects, including research, data analysis, and report preparation. • Research new products, services, and regional events (British Columbia and Washington). • Support event planning and logistics.

Communication & Relationship Management • Build and maintain strong relationships with internal and external stakeholders. • Represent the CEO with integrity, diplomacy, and professionalism across all communication channels. • Oversee birthday and anniversary communications and ensure timely follow-ups. • Manage professional networking correspondence, including scheduling one-on-one meetings.

Marketing Support • Coordinate with the marketing team on value-driven initiatives for networking group members. • Support personalized LinkedIn outreach and messaging templates in collaboration with marketing.