Executive Assistant (12-month Contract)

Executive coordination and communication Keep the CTO/VP informed of emerging issues, activities, and updates that reflect strategic initiatives and divisional priorities. Monitor requests from internal and external partners and follow up as appropriate. Prepare the CTO/VP for internal and external meetings by managing calendars, information flow, files, priorities, reports, presentations, and related materials. Anticipate the CTO/VP’s needs and respond proactively to upcoming events, deadlines, and internal requests.

Keep the CTO/VP informed of emerging issues, activities, and updates that reflect strategic initiatives and divisional priorities.

Monitor requests from internal and external partners and follow up as appropriate.

Prepare the CTO/VP for internal and external meetings by managing calendars, information flow, files, priorities, reports, presentations, and related materials.

Anticipate the CTO/VP’s needs and respond proactively to upcoming events, deadlines, and internal requests.

Operational and administrative support Prepare requisitions and purchase orders. Engage with suppliers and third-party vendors to support quotations, deliveries, services, and agreement-related follow-up. Prepare travel requests and itineraries for the CTO/VP. Handle expense reporting for the CTO/VP. Monitor and record vacation requests for the CTO/VP’s as well as their direct reports. Approve and submit the bi-weekly time sheet for the CTO/VP’s direct reports.

Prepare requisitions and purchase orders.

Engage with suppliers and third-party vendors to support quotations, deliveries, services, and agreement-related follow-up.

Prepare travel requests and itineraries for the CTO/VP.

Handle expense reporting for the CTO/VP.

Monitor and record vacation requests for the CTO/VP’s as well as their direct reports.

Approve and submit the bi-weekly time sheet for the CTO/VP’s direct reports.

Project and divisional support Serve as a point of coordination and progress oversight for externally resourced projects and key divisional initiatives. Maintain detailed documentation for assigned projects, including meeting minutes, schedules, status updates, and related records. Help identify risks and contribute to the development and implementation of advancement strategies. Participate in divisional planning and delivery meetings, raising operational issues as needed.

Serve as a point of coordination and progress oversight for externally resourced projects and key divisional initiatives.

Maintain detailed documentation for assigned projects, including meeting minutes, schedules, status updates, and related records.

Help identify risks and contribute to the development and implementation of advancement strategies.

Participate in divisional planning and delivery meetings, raising operational issues as needed.

Process improvement and discretion Create and modify processes that support efficient communication, workflow, and collaboration. Exercise a high level of ethics, confidentiality, and discretion when handling sensitive information.

Create and modify processes that support efficient communication, workflow, and collaboration.

Exercise a high level of ethics, confidentiality, and discretion when handling sensitive information.