Assistant to VP – CEO Office; Temporary – Maternity Leave Cover

Duties and responsibilities

• Provide administrative and logistical support to the VP – CEO Office and CEO, including arranging travel, preparing itineraries, and coordinating bookings as needed.
• Assist in managing the CEO’s calendar—scheduling meetings, coordinating appointments, and ensuring seamless time management.
• Support the preparation of agendas, reports, correspondence, presentations, and internal communications.
• Act as a liaison between the CEO Office and internal departments to ensure timely follow-ups and coordinated activities.
• Assist in drafting, reviewing, and formatting letters, reports, and executive documents.
• Handle confidential information with a high level of discretion at all times.
• Provide assistance in ensuring the smooth operation of the CEO’s office by coordinating with team members and maintenance staff to support cleanliness, lighting, and office supply requirements, maintaining a well-organized and professional environment.
• Assist in record-keeping, filing (digital and physical), and maintaining organized documentation for corporate and personal files.
• Support in monitoring ongoing tasks, projects, and confidential matters under the VP’s direction and ensure timely follow-up.
• Assist in preparing minutes and documentation for internal meetings when required; support the CEO Office in tracking due dates and preparing payment-related documentation to ensure timely completion of required obligations.
• Maintain professional communication and a consistent workflow with accuracy and efficiency.
• Assist in staying updated on the CEO’s preferences, ongoing tasks, and confidential instructions by maintaining organized notes and ensuring timely follow-up under the VP’s guidance.
• Coordinate communication between the VP – CEO Office and internal departments to ensure smooth workflow and timely responses.
• Assist in drafting and formatting reports, letters, and confidential correspondence as directed by the VP – CEO Office.
• Maintain high standards of professionalism, confidentiality, and responsiveness in all communication and interaction.

• Strong ability to follow instructions and execute tasks with precision.
• Excellent attention to detail and accuracy in all deliverables.
• Strong organizational and multitasking skills.
• Reliable in handling confidential and sensitive matters.
• Proactive, solutions-oriented, and able to anticipate needs.
• Professional, disciplined, and capable of supporting high-level executives.