Administrative Assistant

Venteck is looking for an Executive Assistant. This Assistant will need a bachelor’s degree and the ability to complete the job. They will need strong organizational skills to thrive in a fast-paced environment. A background in Sales and Marketing or Business will also be highly preferred.

Position Overview: As the Executive Assistant for a software development director, you will play a critical role in supporting him in all aspects of their work. This position requires high professionalism, exceptional organizational skills, and the ability to handle confidential and sensitive information. You will manage the schedule, coordinate meetings and events, and provide administrative support to ensure smooth operations, effective communication, and support and advance the initiatives. Must be an independent thinker and thrive in a challenging, fast-paced.

Key Responsibilities:
Calendar Management: Efficiently manage the CEO’s calendar, including scheduling and coordinating meetings, appointments, and travel arrangements.
Prioritize and coordinate conflicting commitments and proactively adjust schedules as necessary.
Provide reminders and ensure we are prepared for all scheduled activities.
Ultimately, the candidate should be able to ensure the office’s smooth running and help improve company procedures and day-to-day operations.
Communication and Correspondence: Act as the primary point of contact for internal and external stakeholders, managing correspondence and responding to inquiries on their behalf.
Draft and prepare professional emails, memos, reports, and other documents.
Maintain confidentiality of sensitive information and exercise discretion when handling sensitive matters.

Meeting Coordination and Support: Plan and coordinate executive-level meetings, including preparing agendas, collating relevant materials, and arranging logistics.
Attend meetings, take accurate minutes, and distribute them in a timely manner.
Follow up on action items and ensure timely completion of assigned tasks.

Travel Arrangements: Arrange complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas.
Prepare travel expense reports and reconcile them with appropriate documentation.

Relationship Management: Build and maintain positive relationships with key stakeholders, both internal and external, representing the CEO’s office in a professional and courteous manner.
Liaise with board members, senior executives, clients, and other important contacts as required.

Special Projects and Research: Support in various special projects, conducting research, gathering data, and preparing reports as needed.
Assist with the preparation of presentations, speeches, and other communication materials.

Qualifications and Skills:

Bachelor’s degree in English, Business Administrator
Background in business, sales, marketing, communications, or a related field is preferred.
Proven experience as an executive assistant or in a similar role, supporting senior-level executives.
Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong written and verbal communication skills, including drafting professional correspondence and reports.
Proficient in using productivity tools and software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
Discretion and professionalism in handling confidential information and sensitive matters.
Attention to detail and accuracy in all work tasks.
Strong interpersonal skills and the ability to build relationships with diverse stakeholders.
Flexibility and adaptability to accommodate changing priorities and work in a fast-paced environment.
Knowledge or interest in the cannabinoid industry would be a plus.
Job Type: Full-time

Schedule:

Monday to Friday
Ability to commute/relocate:

Education:

Bachelor’s (Required)
Experience:
Excellent command of the English Language (Required)
Legal Practice as an Associate: 2 years (Preferred)
Sales: 1 year (Preferred)
Marketing: 1 year (Preferred)
Executive Assistant: 1 year (Required)