Executive Assistant

POSITION BACKGROUND:

Reporting directly to Executive Leadership, the Executive Assistant primarily assists the President and Executive Vice President in various day-to-day corporate and administrative operations. The position provides senior-level administrative support, ensuring effective, efficient, and smooth functioning of corporate activities. The position demands strong interpersonal and organizational skills, independent judgment, and the ability to set priorities and make decisions in a fast-paced, complex working environment. Maintaining strict confidentiality, high quality under tight deadlines, and operational continuity in executive absence are crucial requirements for this role.

CORE DUTIES & RESPONSIBILITIES

1. Daily & Executive Administration

• Provide senior-level administrative support to the President, Executive Vice President, and Executive Leadership.
• Manage all administrative operations of the executive office, maintaining an organized paper and electronic filing system.
• Manage aspects of scheduling and priority management for executive leadership, including meeting coordination, calendar prioritizing, preparing meeting agendas, gathering background materials, recording, and distributing meeting minutes.
• Review, handle, and prioritize all incoming correspondence, meeting notices, and urgent matters—responding directly, assigning tasks, or bringing critical issues to executive attention.
• Draft, edit, and review routine and complex correspondence, reports, and presentations.
• Coordinate travel, accommodation, and logistics for executive leadership as required.
• Maintain strict level of confidentiality regarding all corporate, financial, and executive communications.

2. Financial Administration

• Review and code invoices for executive approval; process invoices in a timely and accurate manner.
• Process credit card payments for departments.
• Physically handle bank deposits at Ketek's financial institutions and manage pickups/drop-offs as needed.

3. HR Liaison & Branch Operations Coordination

• Support the development of branch organization charts, space planning, and administrative service requests.
• Organize and coordinate corporate workshops, executive planning sessions, and division administrative meetings.
• Represent Ketek Group in a light that reflects corporate values, vision, and mission statements.
• Provide back-up administrative support to other administrative roles during absences or workload spikes.

Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

QUALIFICATIONS AND SKILLS:

Required

• Postsecondary education in business administration or human resources would be considered an asset.
• Administrative experience.
• Fluent in the English language (reading, written, spoken).
• Moderate to advanced computer skills.
• Ability to deal with the public in a positive, courteous, and respectful manner.
• Ability to handle multiple tasks and frequent demanding deadlines.
• Ability to handle changing schedules and priorities, with high-level prioritization skills.
• Strong work ethic and organizational planning skills with attention to detail.
• Effective verbal and listening communication skills.

Preferred

• 2 years administrative experience, working directly with senior management.

WORKING CONDITIONS:

Physical Demands

• Regularly required to stand/sit, talk/hear, use hands/fingers to operate a computer and telephone, stoop, and kneel.
• Prolonged exposure to computer screens.

Work Environment

• Office environment (100%)
• Flexibility to work outside standard hours, as needed.