About the job

Job Title: Executive Assistant / Personal Secretary (Remote/Hybrid)

Reports To: CEO

Location: Remote Shift: Canadian Shift Employment Type: Full-Time/Contract Job Overview:

We are seeking a highly organized, tech-savvy, and proactive Executive Assistant / Personal Secretary to support our COO & CEO in day-to-day business and personal administrative tasks. This is a remote position that requires excellent communication skills, attention to detail, and the ability to manage multiple responsibilities efficiently in a fast-paced environment. Key Responsibilities:

Call Management: Answer and screen incoming calls, take messages, and redirect calls as necessary.

Email Handling: Monitor, organize, and respond to the COO’s emails; draft professional communications as needed.

Calendar Management: Schedule and coordinate meetings, appointments, and events across multiple time zones.

Client Coordination: Communicate with clients to confirm meetings, send reminders, and handle rescheduling.

Travel & Hospitality: Make reservations for restaurants, events, and travel as requested; handle itinerary planning.

Task Management: Maintain a to-do list, track deadlines, and follow up on outstanding tasks for the COO & CEO.

Documentation: Prepare meeting agendas, take notes,



and distribute meeting summaries as required.

Confidentiality: Handle all personal and skilled matters with the highest level of discretion and integrity.

Research: Help in reasearching.

Prerparing Document & Proposal Review: Prepare Documents, Draft & also Review & check the proposal documents before submission. Requirements:

Proven experience as an Executive Assistant, Personal Secretary, or similar role

Excellent verbal and written communication skills

Proficiency in tools like Google Workspace, Microsoft Office, Zoom, and calendar apps

Strong organizational and multitasking abilities

Comfortable working independently and remotely

Discretion and confidentiality in handling sensitive information

Availability during business hours and flexibility as needed

Preferred Qualifications

Experience working with C-level executive.

Previous experience in client-facing or customer service roles The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

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