Executive Assistant

A Growing Printing and Promotional Company is seeking a highly organized and professional Executive Assistant to support our executive leadership team in a fast-paced printing company.

Job Title: Executive Assistant
Location: Kingston
Department: Administration
Reports To: CEO/Executive Leadership Team

Job Summary:
This position requires a proactive, detail-oriented individual with excellent communication skills, the ability to manage multiple tasks efficiently, and experience working in a dynamic office environment. The Executive Assistant will be responsible for a variety of administrative tasks to ensure smooth operations and provide high-level support to the executive team.

Key Responsibilities:

1. Executive Support:
• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare, organize, and prioritize correspondence, including emails, phone calls, and letters.
• Provide logistical support for meetings, presentations, and events, including materials preparation and coordination.
• Act as a liaison between the executive team and internal/external stakeholders.
2. Administrative Tasks:
• Handle confidential and sensitive information with discretion and professionalism.
• Draft and edit reports, memos, and other documents as required.
• Coordinate and organize files, office systems, and data entry tasks.
• Assist with various office management duties, ensuring a smooth office operation.
3. Project Management:
• Assist with project coordination and tracking deadlines for key initiatives within the company.
• Manage and follow up on action items and ensure timely completion of tasks for senior leadership.
4. Customer & Vendor Relations:
• Communicate with clients, suppliers, and other stakeholders on behalf of the executive team.
• Help manage relationships and maintain accurate records for key vendors and customers.
5. Office Operations Support:
• Assist with overseeing office supplies, ensuring the executive team has the necessary resources.
• Coordinate with HR and other departments for various organizational needs.

Qualifications:

• Education: Bachelor's degree or equivalent experience in office administration, business, or related field.
• Experience: Minimum 3-5 years of experience in an executive assistant or administrative role, preferably within the printing, manufacturing, or similar industries.
• Skills:
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize tasks and manage time efficiently.
• Ability to handle multiple projects simultaneously with attention to detail.
• High level of professionalism and discretion in handling sensitive information.
• Familiarity with office technology and equipment.
• Knowledge of the printing industry or manufacturing processes is a plus.

Additional Requirements:

• Ability to work independently and take initiative.
• Strong problem-solving and critical thinking skills.
• Ability to work under pressure in a fast-paced environment.