We are seeking a highly organized and resourceful Shared Personal & Executive secretary to Leadership
Team in both professional and limited personal capacities. This role involves managing schedules,
coordinating meetings across time zones, handling confidential communications, and ensuring smooth
day-to-day operations for senior executives. The ideal candidate will be proactive, detail-oriented, and
capable of juggling multiple priorities in a fast-paced, global environment.
Key Responsibilities:
Executive Support:
1. Manage calendars, appointments, and meeting logistics for multiple leaders.
2. Coordinate internal and external meetings, including agenda preparation, minutes, and follow up.
3. Support cross-functional collaboration by acting as a liaison between leadership and teams across
Canada, US, and India.
Administrative & Operational Support:
1. Assist with preparation of reports, presentations, and business documents.
2. Track key deliverables, project timelines, and follow-ups on behalf of the leadership team.
3. Support HR, Finance, and Operations teams with executive-level documentation and approvals.
Travel & Logistics:
1. Plan and manage complex travel itineraries, visa processes, and accommodations for leadership team
members.
2. Coordinate logistics for leadership participation in global meetings, conferences, and events.
Communication & Confidentiality:
1. Draft and manage professional correspondence and internal communications.
2. Maintain confidentiality of sensitive business and personal information.
3. Screen and prioritize emails, calls, and messages for the leadership team.
Personal Assistance (Limited Scope):
1. Assist with occasional personal tasks such as travel planning or event coordination for leadership team
members.
Qualifications:
1. Bachelor’s degree in business administration, Communications, or a related field.
2. Must have 5+ years of experience supporting senior executives or leadership teams.
3. Excellent written and verbal communication skills in English.
4. Strong organizational and multitasking abilities.
5. Proficiency in MS Office, Google Workspace, and collaboration tools like Zoom, Teams, Slack.
6. Location: Robbinsville, New Jersey, United States – Hybrid (2 days per week) is must
