Offer summary

Qualifications:

Minimum 5 years of experience supporting senior executives., Fluency in English and French, both written and spoken., Proficiency in Microsoft Office Suite and virtual collaboration tools., Exceptional organizational and communication skills..

Key responsibilities:

Manage and prioritize the CEO’s calendar and schedule meetings.

Coordinate complex travel arrangements and logistics.

Act as a liaison between the CEO and stakeholders, handling correspondence.

Assist with meeting preparations, reports, and administrative tasks.

Job description

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B-CPT-9422 (Bilingual) Executive Assistant to the CEO

REQUIRED SERVICE: Business Support VA
REQUESTED EXPERIENCE TIER LEVEL: Junior/Senior Level
MIN. HOURS/WEEK: 40 hours/ week
SHIFT TIME ZONE: CET
SHIFT HOURS: 8:30am -5pm CET (with flexibility for occasional after-hours)
SHIFT DAYS: Monday to Friday
Number of VAs: 2-3

GENDER PREFERENCE: N/A
LANGUAGES SPOKEN/PREFERENCE: English/French
ACCENT PREFERENCE: Neutral
REGION PREFERENCES: N/A

(Bilingual) Executive Assistant to the CEO

Job Overview
We are seeking a highly experienced and detail-oriented Executive Assistant to provide comprehensive support to the CEO. This role requires exceptional organizational skills, strong communication abilities, and the ability to manage complex schedules and priorities with discretion and professionalism.

Key Responsibilities:

Calendar & Schedule Management
- Manage and prioritize the CEO’s calendar
- Schedule internal and external meetings, ensuring optimal time management
Travel Coordination
- Organize complex travel itineraries, accommodations, and logistics for business trips
- Ensure seamless and efficient travel experiences
Communication Liaison
- Act as a key point of contact between the CEO and internal/external stakeholders
- Draft and manage email correspondence, ensuring timely follow-ups on action items
Meeting & Project Support
- Prepare meeting agendas, presentations, and reports
- Take meeting notes, track action items, and ensure follow-through
- Assist with special projects, research, and ad hoc tasks as needed
Administrative Tasks
- Manage expense reports, invoices, and other administrative duties
- Maintain organized digital files and records
- Uphold strict confidentiality and professionalism in all matters

Requirements:

Experience:
Minimum 5 years of experience as an Executive Assistant (or equivalent relevant training/education) supporting senior executives
Languages:
Fluency in English and French (both written and spoken) is required
Technical Skills:
Proficiency in Microsoft Teams and the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Comfortable with virtual communication and collaboration tools
Availability:
Full-time availability (8:30 AM – 5:00 PM CET) with flexibility for occasional after-hours
Organizational Skills:
Exceptional time-management abilities and keen attention to detail
Communication:
Excellent written and verbal communication skills, able to represent the CEO professionally at all levels