Vacancy Status: This job posting is for an existing vacancy.
Compensation Range: $90,000- $115,000 Per Year
Use of AI in Hiring: We use artificial intelligence tools to screen and assess applications as part of our hiring process. Human recruiters review all results.
Executive Assistant
Office of the CEO
JOB DESCRIPTION
A well-established Canadian organization operating within the technology and professional services sectors is conducting a confidential search for an experienced Executive Assistant to support its CEO.
As the organization continues to grow, we are seeking a highly organized, proactive and discreet professional to provide comprehensive executive, administrative and personal support. The successful candidate will work closely with internal and external stakeholders and will play an important role in managing the CEO’s day-to-day priorities.
The ideal candidate is energetic, resourceful and exceptionally detail-oriented. They can anticipate needs, manage changing priorities and take initiative without requiring extensive direction. Excellent organizational and communication skills, sound judgment and the ability to work collaboratively with an administrative support team are essential.
This position offers a varied and fast-paced workload in a dynamic environment. Flexibility may be required based on the CEO’s schedule and business needs.
RESPONSIBILITIES:
- Extensive calendar management, ensuring conflicts and overlaps are minimized, with ability to manage and incorporate frequent changes
- Travel arrangements for CEO as well as business guests of CEO (predominantly North America), including flights, accommodation, ground transportation, dinner reservations, etc.
- Facility Management (working with Property Manager) for corporate headquarters and other North American office sites.
- Manage correspondence (internal and external)
- Answer calls and handle various inquiries
- Attend meetings as required, document action items (minute taking) and follow up accordingly
- Prepare weekly business update for CEO
- Coordinate with Projects team for management of various report trackers
- Own the relationship with conference / meeting vendors.
- Oversee and support assignment of qualified documentarians for key internal executive meetings.
- Liaise with staff, clients and other contacts in support of CEO
- Expense management (work with Finance to reconcile corporate expenditures on behalf of CEO)
- Research as required (ability to resourcefully track down information and/or unique items)
- Event planning & coordination (annual employee dinner, client appreciation event(s), holiday cocktail party, business dinners / events)
- Ability to work closely with administrative team
- Support completion of select business and personal errands, shopping and vendor management
- In coordination with other administrative team members, liaise with philanthropies, support execution of office events, social committee planning and other employee focused initiatives
- Manage filing and office systems for the office of the CEO
- Special projects as assigned
- Perform duties with a high degree of discretion, tact and professionalism
- All other duties as required by CEO
QUALIFICATIONS:
- Minimum 5 years supporting C-Level Executive as a personal assistant
- Happiest working with a Type A Entrepreneur
- Technologically proficient (troubleshoot Apple devices and apps)
- Can easily digest constructive feedback and use it as a learning opportunity
- Must be organized and detail oriented; avid note-taker and list-maker
- Comfortable with ambiguity, establishing processes and problem solving methodology
- Not afraid to ask for clarification or affirmation when feeling uncertain, ensuring that inefficiencies arising from misaligned expectations are minimized
- Honest, trustworthy and discrete in all matters
- Strong work ethic, integrity and tolerance of stress created by a dynamic environment
- Degree in administration and or marketing preferred
- Has a vehicle and is comfortable with some travel
- Available to work evenings and weekends, when necessary
We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).
Pay: $90,000.00-$115,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Discounted or free food
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
