Executive Assistant & Communications and Engagement Associate

Job Summary

The Executive Assistant & Communications and Engagement Associate provides high-level administrative and coordination support to senior executives while also contributing to the planning and execution of internal communications, employee engagement, and organizational initiatives. This role requires exceptional organizational and communication skills, strong attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment. The position serves as a trusted partner to the executive while working closely with various teams to ensure effective communication, seamless coordination, and meaningful employee engagement.

Duties and Responsibilities

Key Functions, Duties and Responsibilities:

1) Executive & Calendar Management

• Organizes and maintains the executive’s calendar, appointments, meetings, and commitments

• Schedules meetings, conferences, and other engagements, ensuring proper coordination with internal and external stakeholders

• Manages schedule conflicts, changes, and rescheduling requirements

• Provides reminders and ensures the executive is properly briefed on upcoming commitments

• Helps prioritize appointments and engagements based on business needs and urgency

2) Meeting Coordination & Executive Support

• Coordinates meetings from end to end, including invitations, agendas, materials, venue, technology, and other requirements

• Prepares meeting briefs, presentations, reference materials, and other documents as needed

• Takes meeting minutes and documents key decisions, action items, owners, and deadlines

• Tracks and follows up on action items to help ensure timely completion

• Provides administrative and coordination support for management and leadership meetings

3) Documentation & Records Management

• Prepares, organizes, and maintains reports, presentations, correspondence, and other executive documents

• Maintains accurate and organized physical and digital filing systems

• Handles confidential and sensitive information with a high level of discretion

• Ensures documents are accurate, complete, properly formatted, and readily accessible

• Supports the preparation of executive reports, presentations, briefing notes, and management materials

4) Communications Support

• Drafts and coordinates internal communications, announcements, emails, messages, and other communication materials

• Supports the development of communication plans for organizational initiatives, programs, and employee activities

• Coordinates with relevant teams to gather information, validate content, and ensure timely release of communications

• Helps maintain consistency in messaging, tone, and organizational branding

• Assists in managing communication channels and content calendars, as applicable

5) Employee Engagement & Events

• Supports the planning and execution of employee engagement activities, company events, campaigns, and organizational programs

• Coordinates event logistics, suppliers, venues, materials, invitations, registration, and other requirements

• Develops or coordinates employee-facing materials such as posters, emailers, announcements, FAQs, and event communications

• Works with employee groups, committees, and cross-functional teams to support engagement initiatives

• Helps gather employee feedback and participation data and assists in preparing post-event reports and insights

• Contributes ideas and initiatives that strengthen employee experience, connection, and organizational culture

Technical Competencies and Skills

• Bachelor’s degree in Communications, Business Administration, Management, Marketing

Education, Trainings and Licenses Required

• Strong written and verbal communication skills
• Excellent organizational and time-management skills with strong attention to detail
• Ability to manage multiple priorities and work effectively under pressure
• Strong interpersonal skills and ability to work with stakeholders across different levels of the organization
• Proficient in Microsoft Office, particularly Outlook, PowerPoint, Word, and Excel
• Experience in developing presentations, communication materials, and employee engagement content is an advantage
• Experience in event planning and project coordination is an advantage
• Proactive, resourceful, dependable