Executive Assistant – Corporate & Finance Operations

Responsibilities

• Manage executive calendars, meetings, travel arrangements, and scheduling.
• Prepare reports, presentations, and business documentation.
• Track deadlines and ensure critical tasks are completed on time.
• Coordinate follow-ups and action items across multiple projects.
• Assist with company formations, entity registrations, and corporate filings.
• Maintain corporate records and compliance documentation.
• Complete banking, registration, and compliance-related paperwork accurately.
• Liaise with attorneys, accountants, and external service providers.
• Maintain deal pipelines, project trackers, and reporting spreadsheets.
• Assist with data analysis, reporting, and business administration.
• Work with financial information including revenue, expenses, and profitability metrics.
• Support investment, acquisition, and corporate development initiatives as required.
• Review contracts and identify key differences between document versions.
• Summarize legal, financial, and operational documents.
• Coordinate communication between internal and external stakeholders.
• Maintain organized digital filing systems and document repositories.
• Utilize tools such as ChatGPT, Excel, Zoom, and Google Workspace to improve efficiency.
• Conduct research and present findings and recommendations.
• Identify opportunities to streamline administrative and operational processes.

Requirements

• 5+ years of experience as an Executive Assistant, Corporate Administrator, Operations Coordinator, or similar role.
• Background in corporate, finance, consulting, investment, legal, or professional services environments.
• Strong business acumen and ability to anticipate executive needs.
• Advanced attention to detail with a proven track record of producing accurate work.
• Excellent organizational, time-management, and multitasking skills.
• Strong written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Ability to work independently with minimal supervision.
• Technical Skills
• Advanced Microsoft Excel proficiency.
• Experience creating and maintaining tracking spreadsheets and reporting tools.
• Strong document management and research skills.
• Proficiency with Google Workspace, Zoom, and AI productivity tools such as ChatGPT.
• Comfortable learning and adapting to new software and technology platforms.