High Paying Job: executive assistant Job in Canada with Visa Sponsorship AWIN 

Key Responsibilities:

1. Calendar Management and Scheduling:
   • Manage and prioritize the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
   • Organize internal and external meetings, ensuring all logistics are handled (room bookings, virtual meeting setups, agendas, etc.).
   • Anticipate scheduling conflicts and make adjustments as needed to ensure the executive’s time is optimized.
2. Travel Coordination:
   • Arrange both domestic and international travel, including flights, hotels, transportation, and itineraries.
   • Prepare detailed travel itineraries and provide support during travel, including booking last-minute changes if required.
   • Ensure that all travel-related documents, such as visas or passport renewals, are up to date and organized.
3. Communication Management:
   • Handle incoming phone calls, emails, and other communications on behalf of the executive.
   • Draft, proofread, and send correspondence as needed, ensuring professionalism and attention to detail.
   • Act as the gatekeeper for the executive’s time, determining which communications need immediate attention and which can be handled later.
   • Maintain confidentiality in handling sensitive information and documents.
4. Document and Report Preparation:
   • Prepare reports, presentations, and documents for meetings, ensuring accuracy and proper formatting.
   • Organize and maintain filing systems (both digital and physical) for important documents and contracts.
   • Assist with drafting and reviewing business proposals, contracts, and other official communications.
   • Maintain the executive’s correspondence files and other records in an organized and easily accessible manner.
5. Meeting and Event Coordination:
   • Organize and manage meetings, including preparing agendas, arranging meeting rooms, and ensuring all necessary materials are available.
   • Take notes during meetings, create minutes, and track action items to ensure follow-up.
   • Assist in coordinating company events, board meetings, conferences, or other corporate activities, ensuring smooth execution.
   • Liaise with internal departments or external vendors to ensure meeting or event success.
6. Project and Task Management:
   • Assist with ongoing projects, ensuring deadlines are met and providing the executive with timely updates on project status.
   • Track the progress of key initiatives and follow up on deliverables to ensure that the executive is kept informed.
   • Help organize workflows and ensure that tasks are completed efficiently and on time.
   • Manage the executive’s to-do lists, prioritizing and organizing tasks to maximize productivity.
7. Expense Management:
   • Prepare and track the executive’s expense reports, ensuring that receipts are documented and expenses are submitted in a timely manner.
   • Manage the executive’s budget and track expenditures, ensuring that spending aligns with company policies.
   • Assist with purchase orders, invoices, and approvals as required.
8. Liaison and Relationship Management:
   • Act as a liaison between the executive and internal or external stakeholders, including clients, employees, and business partners.
   • Build and maintain positive relationships with clients, staff, and vendors on behalf of the executive.
   • Handle requests or inquiries from staff and clients in a professional and timely manner, escalating as necessary.
9. Confidentiality and Discretion:
   • Maintain a high level of confidentiality with sensitive business information, communications, and personal matters.
   • Exercise discretion when dealing with confidential and private matters, including financial reports or HR-related documents.
10. General Office Support:
    • Provide general administrative support, including handling office supplies, coordinating equipment maintenance, and managing office space needs.
    • Assist with ad-hoc tasks or special projects as assigned by the executive.

Tasks

• Establish and co-ordinate administrative policies and procedures
• Analyze incoming and outgoing memoranda, submissions and reports
• Prepare agendas and make arrangements for committee, board and other meetings
• Conduct research
• Liaise with departmental and corporate officials and with other organizations and associations

Experience and specialization

Computer and technology knowledge

• MS Office

Additional information

Transportation/travel information

• Willing to travel internationally

Benefits

Health benefits

• Dental plan
• Disability benefits
• Health care plan

Financial benefits

• Life insurance

Other benefits

• Other benefits

Qualifications:

• Education:
  • A high school diploma or GED is required, although a bachelor’s degree in business administration, management, communications, or a related field is preferred.
  • Additional certifications (e.g., Certified Administrative Professional, Executive Assistant certifications) can be an asset.
• Experience:
  • Proven experience (typically 3+ years) as an executive assistant, administrative assistant, or in a similar administrative role, especially supporting senior-level executives.
  • Experience with calendar management, travel coordination, and event planning is often required.
• Skills:
  • Time Management: Strong ability to prioritize tasks and manage competing deadlines.
  • Communication Skills: Excellent written and verbal communication skills to interact with senior executives, clients, and staff.
  • Organization: Exceptional organizational skills, including the ability to manage multiple tasks and complex schedules.
  • Attention to Detail: High level of accuracy and attention to detail in handling tasks, reports, and communications.
  • Technology Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software (e.g., Google Workspace, project management tools like Asana or Trello). Familiarity with video conferencing platforms (Zoom, Teams) is often required.
  • Problem-Solving: Ability to anticipate needs and solve problems independently while working under pressure.
  • Discretion and Integrity: Ability to maintain confidentiality and handle sensitive information with integrity.

Preferred Skills:

• Project Management: Knowledge of project management principles or tools like Monday.com, Asana, or Trello.
• Event Planning: Experience in planning and executing corporate events, meetings, or conferences.
• CRM Software: Familiarity with customer relationship management (CRM) systems like Salesforce or HubSpot.

Work Environment:

• Location: Executive assistants typically work in office environments, often alongside the executive team or senior management. Some positions may allow for remote or hybrid work arrangements.
• Hours: Full-time positions, often requiring availability outside regular business hours to manage travel, urgent matters, or last-minute changes. Flexibility and occasional overtime are common.
• Team Dynamics: While an executive assistant works closely with the executive they support, they often interact with other administrative professionals, office managers, and staff across various departments.

Career Growth:

• Advancement: Experienced executive assistants may advance to roles such as Executive Office Manager, Director of Operations, or even Chief of Staff in larger organizations.
• Specialization: Some executive assistants may choose to specialize in certain industries, such as legal or medical administrative support, or transition into project management or operations.
• Entrepreneurship: Highly experienced executive assistants may choose to become freelance consultants or start their own virtual assistant businesses, providing services to multiple clients.

Key Traits of a Successful Executive Assistant:

• Proactive: A great EA anticipates the needs of the executive and acts before being asked.
• Adaptable: They are able to adapt to changing priorities and handle stress in high-pressure situations.
• Professionalism: EAs must maintain a polished, professional demeanor and represent the executive well in all situations.
• Tech-Savvy: Comfort with technology is essential, as many EAs use software to manage schedules, meetings, documents, and communications.