Executive Assistant – Office Manager

Responsibilities

• Manage complex and dynamic calendars across multiple time zones
• Coordinate domestic and international travel arrangements, including detailed itineraries
• Prepare executive-level presentations, minutes, reports, and communications
• Manage, prioritize, and respond to incoming communications on behalf of the CEO and leadership team
• Organize and coordinate executive meetings, including agendas, materials, and logistics
• Capture key meeting outcomes, track action items, and ensure timely follow-up
• Support preparation of Board materials and executive-level documentation
• Coordinate leadership meetings, offsites, and strategic planning sessions
• Track key strategic initiatives and proactively follow up with stakeholders
• External stakeholders (including VIPs) meetings organization and scheduling
• Travel management tasks for CEO and a limited number of individuals
• Oversee daily office operations to ensure a professional and efficient workplace
• Manage vendor relationships, facilities, and office services
• Coordinate on-site logistics and support employee experience initiatives
• Ensure compliance with local workplace standards and operational needs
• Handle sensitive and confidential information with the highest level of discretion
• Serve as a trusted liaison between executives, internal teams, and external stakeholders

Requirements

• Minimum 8+ years of experience supporting senior executives in an international environment (C-level exposure preferred)
• Flexible, well-organized, and structured, with a positive, solution-oriented mindset
• Proven ability to operate effectively in a fast-paced, highly demanding environment
• Exceptional organizational skills with strong attention to detail and prioritization capability
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and judgment
• Ability to work autonomously while managing multiple priorities
• Strong interpersonal skills, with the ability to interact confidently at all levels of the organization
• Proficiency in Microsoft Office and collaboration tools
• Fluent English required; French is a plus; any other language is greatly appreciated

Core Competencies

Demonstrates extensive experience in managing complex executive calendars, coordinating travel arrangements, and preparing high-level documentation. Exhibits exceptional organizational and communication skills while maintaining discretion and professionalism in a fast-paced environment.

Highest-signal resume keywords

• Executive Calendar Management
• Travel Coordination
• Executive-Level Communication
• Organizational Skills
• Vendor Relationship Management

Hard Skills

• Calendar Management
• Travel Management
• Presentation Preparation
• Report Writing
• Meeting Coordination
• Action Item Tracking
• Board Material Preparation
• Logistics Coordination
• Office Operations Management
• Compliance Management

Soft Skills

• Attention to Detail
• Interpersonal Skills
• Professionalism
• Discretion
• Solution-Oriented Mindset

Industry Keywords

• C-Level Support
• International Environment
• Stakeholder Management
• Executive Liaison
• Confidential Information Handling

Tools & Technologies

• Microsoft Office
• Collaboration Tools