Executive Assistant  

An Executive Assistant (EA) to the President/CEO and VP provides high-level administrative support to executives, ensuring their day- to-day operations run smoothly. Their responsibilities go beyond typical administrative tasks and often involve handling sensitive information, coordinating executive activities, and managing high-level
communication.

Key Responsibilities include but are not limited to:

Administrative Support

• Managing executive calendars, scheduling meetings, appointments, and events.
• Handling emails, phone calls, and correspondence on behalf of the executive.
• Organizing travel arrangements, including flights, accommodations, and itineraries.
• Preparing and editing reports, presentations, and other documents.

Meeting and Event Coordination

• Organizing and coordinating meetings, including preparing agendas, minutes, and follow-up actions.
• Ensuring executives are well-prepared for meetings and events by providing relevant materials and background information.
• Booking and setting up venues, managing logistics for conferences, board meetings, or other high-profile events.

Project Management

• Assisting executives with managing key projects, tracking progress, deadlines, and deliverables.
• Liaising with internal teams or external stakeholders to ensure project milestones are met.

Communication Management

• Acting as a liaison between the executive and internal/external parties, including staff, clients, and vendors.
• Screening and prioritizing incoming communication to ensure urgent matters are addressed.
• Drafting and reviewing emails, memos, reports, and other correspondence for the executive.

Team and Staff Support

• Coordinating with department heads or staff members to ensure smooth workflow and communication across departments.
• Assisting in hiring or onboarding staff within the executive’s team.
• Occasionally supervising junior staff or administrative personnel.

Decision Support

• Conducting research, preparing data, and providing executives with the necessary information to make informed decisions.
• Analyzing and presenting data or reports as requested by executives.

Confidential Information Handling

• Managing sensitive and confidential information with discretion.
• Ensuring privacy and security in handling corporate and personal matters for the executive.

Budget and Expense Management

• Managing the executive’s expenses, including processing expense reports and reconciling corporate credit cards with the Accounting team.
• Assisting with budgeting and financial planning for department or project-related expenses.

Office and Resource Management

• Managing executive office supplies, equipment, and other resources.
• Ensuring the smooth operation of the executive’s office environment.
• Occasionally handling personal tasks for executives, such as managing personal appointments, errands, or private schedules.

Task Prioritization and Time Management

• Anticipating the executive’s needs and prioritizing tasks to meet deadlines.
• Ensuring the executive’s time is used efficiently, freeing them from minor tasks to focus on high-level responsibilities.

Executive Assistant to the CEO/President and Vice President of the Kimstore Group of Companies

Skills Required:

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace).
• Problem-solving abilities and resourcefulness.
• Discretion and confidentiality.
• Adaptability in a fast-paced and often changing environment.
• Punctuality and Schedule Flexibility
• Strong interpersonal skills and the ability to work well with a diverse range of individuals.
• An Executive Assistant’s role is critical in ensuring the executive’s workflow is seamless, which in turn allows them to focus on strategic decision-making and leadership tasks.