Provides high-level administrative support to multiple geographically distributed senior executives. Responsibilities include managing communications and calendars, preparing polished documents and briefings, coordinating travel, organizing meetings and events, maintaining records, and serving as a primary contact for stakeholders. The role requires strong organization, discretion, proactive problem-solving, research, communication, and advanced Microsoft Office skills.
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Kraken Robotics is currently recruiting for an Executive Assistant to join our team in Dartmouth, NS or remotely in Canada.
The Executive Assistant provides high level administrative support to a group of senior executives spread across several geographic locations primarily in North America. They act as a strategic partner to boost executive team cohesion, effectiveness and productivity.
Roles and Responsibilities
- Overseeing all incoming and outgoing communications for executives, including emails, phone calls, reports, and internal & external correspondence.
- Creating, editing and producing professional documents, such as reports, meeting notes, emails, letters, presentations, and reports.
- Managing multiple executives’ calendars, including adding events, scheduling/rescheduling appointments and providing daily briefings.
- Acting as the first point of contact for internal and external partners seeking time with the executives, including vendors, colleagues, clients, and customers.
- Conducting research and creating briefing documents on various topics based on the needs of the executive team.
- Managing travel schedules and bookings for multiple executives using dedicated agents and travel tools.
- Planning and organizing virtual and in person events and meetings both on company facilities and at partner locations when used. Includes booking meeting spaces, organizing refreshments, ensuring supplies and collateral are available, room set up/clean up, and ensuring follow up actions and documents are provided.
- Organizing, maintaining, printing, distributing and storing important information and documents.
Qualifications and Experience
- Post secondary diploma in a business administration or related field
- 7 years’ experience in an executive level business support/administrative role supporting multiple geographically distributed partners
- Outstanding time management and organizational skills in a demanding fast-paced environment
- Strategic thinking skills combined with the ability to solve problems, anticipate the executives’ needs, and be solution-oriented, proactively alerting the executives of potential risks
- Agility and flexibility in response to changing priorities and needs with proactive follow-through
- Ability to conduct research and create reports or presentations
- Expert MS Office skills with significant experience in preparing polished and professional documents
- Exceptional attention to detail with the ability to organize complex data and patterns
- Adaptable with an innate ability to learn quickly
- Superior communication skills with strong ability to built rapport with stakeholders of all levels
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