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Executive Assistant

Position Overview:

We are seeking a highly skilled and motivated Executive Assistant to provide comprehensive support to the CEO/Owner of multiple dynamic family owned businesses in construction, real estate and agriculture.

As the Executive Assistant, you will play a crucial role in enhancing the CEO/Owner’s productivity and efficiency by managing their daily operations, ensuring seamless communication, and handling various administrative tasks.

This role requires exceptional organizational abilities and discretion. 

Additionally, the Executive Assistant will also be responsible for managing personal tasks, running errands, and coordinating personal matters on behalf of the CEO/Owner.

Responsibilities:

1. Calendar and Schedule Management:

– Proactively manage the CEO/Owner’s calendar, coordinating appointments, meetings, and events.

– Prioritize and schedule activities, considering time constraints and potential conflicts.

– Handle travel arrangements, accommodation bookings, and itineraries for business trips.

2. Communication and Correspondence:

– Act as a point of contact between the CEO/Owner and internal/external stakeholders.

– Manage all incoming and outgoing communications, including emails, calls, and messages.

– Prepare and edit business-related documents, reports, presentations, and speeches.

3. Confidentiality and Discretion:

– Handle sensitive information and maintain the utmost confidentiality at all times.

– Safeguard proprietary and confidential data, ensuring it remains secure and protected.

4. Meeting Support:

– Organize and prepare materials for meetings, conferences, and board gatherings.

– Take minutes, create action plans, and follow up on action items from meetings.

5. Project Management:

– Assist the CEO/Owner in coordinating various projects and initiatives.

– Collaborate with different departments to ensure projects progress as planned.

6. Administrative Support:

– Handle administrative tasks, such as filing, record-keeping, and expense tracking.

– Assist in managing the CEO/Owner’s professional and personal tasks.

7. Personal Assistance and Errand Running:

– Handle personal matters for the CEO/Owner, ensuring smooth management of personal affairs.

– Run errands and undertake tasks on behalf of the CEO/Owner, as required.

8. Relationship Management:

– Build and maintain positive relationships with clients, partners, and stakeholders.

– Represent the CEO/Owner in a professional manner, both internally and externally.

9. Information Management:

– Organize and maintain a database of important contacts and company documents.

– Conduct research and gather data on various subjects as needed.

Qualifications:

– Proven experience as an Executive Assistant, supporting C-level executives or business owners.

– Excellent organizational and time-management skills to handle multiple tasks simultaneously.

– Strong written and verbal communication skills, with an eye for detail.

– Proficiency in using office software (e.g., Microsoft Office Suite, Google Workspace).

– Ability to exercise sound judgment and maintain confidentiality.

– High level of adaptability and flexibility in a fast-paced environment.

– A proactive and solution-oriented approach to problem-solving.

– Strong interpersonal skills to interact with individuals at all levels.

Our company offers a dynamic and challenging work environment, with opportunities to make and impact in our local community. The successful candidate will be an integral part of our team, contributing to the success of our organization and the CEO/Owner’s endeavors. If you are an organized, discreet, and motivated individual, ready to handle both professional and personal tasks, and coordinate for the CEO/Owner, we encourage you to apply for this exciting opportunity as an Executive Assistant to the CEO/Owner.

Our company vision:

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