Executive Assistant: Martell Group
$90,000–$90,000 year
On-siteKelowna, British Columbia, Canada
Job Summary
Manage the Chief of Staff's calendar, including scheduling meetings, coordinating appointments, and resolving conflicts. Coordinate travel arrangements and prepare detailed itineraries for business travel. Handle correspondence including emails, calls, and scheduling meetings with key partners and clients. Create, refine, and maintain systems to streamline daily operations. Support project management efforts to ensure timely completion of goals. Prepare meeting agendas, reports, presentations, and follow-up materials. Monitor and prioritize professional commitments. Ensure operational efficiency by anticipating needs and proactively solving challenges. Adapt quickly while balancing a diverse range of responsibilities with professionalism and efficiency. This pivotal role enables the Chief of Staff to operate at the highest level while helping create operational excellence across a fast-moving organization supporting ambitious entrepreneurs.
Required Qualifications
- Proven experience in executive support or high-level administrative roles
- Exceptional organizational and time management skills
- Outstanding written and verbal communication abilities
- Proficiency in project management tools and office software
- Strong attention to detail and ability to manage multiple priorities simultaneously
- Ability to thrive in a fast-paced, dynamic environment
- High emotional intelligence and strong interpersonal skills
- Discretion and respect for confidentiality
- Growth mindset and openness to continuous learning and feedback
- Experience supporting ultra-high-net-worth individuals, professional athletes, celebrities, founders, or high-profile executives
- Understanding of the level of discretion, professionalism, and white-glove service required in high-trust environments
- Exceptional proactivity and ability to anticipate needs before they arise
- Massive organization and enjoyment of creating order out of chaos
- Comfort managing strategic communication and high-value relationships
- Resourcefulness, adaptability, and ability to operate with minimal direction
- Executive presence, emotional intelligence, and sound judgment
- Complete ownership of outcomes and thriving in a fast-paced environment
- Hospitality mindset with a passion for creating exceptional experiences behind the scenes
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