Executive Assistant

Position Overview

The Executive Assistant provides comprehensive, high-level administrative and strategic support to the executive leadership team, including the CEO, COO, CAO, and CFO. This role is crucial for ensuring departmental policies are upheld on behalf of the executives while seamlessly managing administrative tasks, cross-departmental coordination, and company compliance in a fast-paced environment.

Key Responsibilities

Strategic Asset & Information Tracking

Resource Management

Maintain comprehensive tracking and asset registers for all company equipment, fleet, and physical assets.

Accountability Mapping

Manage and update organizational accountability charts to monitor task delegation and identify responsible personnel.

Documentation Control

Oversee the master document registers to track official company compliance documents and ensure informational FAQs remain accurate and current.

Access & Security Oversight

Maintain facility access registers and coordinate the tracking of issued ID cards and security permissions.

Software Administration

Administer user registers, track software licenses, and oversee internal user account management.

Administrative & Operational Support

Task Monitoring

Develop and maintain role-specific task lists to monitor the periodic completion of required duties across various company divisions.

Correspondence Management

Screen, prioritize, and organize executive-level emails, voicemails, and high-priority communications.

Document Management

Maintain, audit, and update required data spreadsheets alongside the company’s cloud-sharing folders and digital filing systems.

Financial Administration

Complete necessary corporate expense forms and handle the timely reconciliation and submission of receipts.

Leadership & Compliance

Direction & Coordination

Provide leadership...