The ideal candidate for this position will be able to assist our “growing” business by providing exceptional support across the organization. An ultra organized multi-tasker, the ideal candidate is someone who has a passion for a fast-paced, emerging industry and is looking to be constantly taking on new challenges and developing new skills. We are looking for a trustworthy and reliable individual that can help us shape the future of the company.
Reporting directly to the COO, the Executive Assistant provides administrative support to the C-Suite level executives within the organization. This position requires experience in executive support, exceptional attention to detail and the ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities. They are experienced in working with all levels of an organization, communicating with sensitive stakeholders, and maintaining professionalism and utmost confidentiality.
The ideal Executive Assistant must be a dynamic, high-energy individual with proven organization and time management skills. They will exhibit exceptional communication skills and shall ensure that key stakeholders who interact with senior management, within the company are tactfully addressed. The role will include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Ultimately, a successful Assistant should ensure the efficient and smooth day-to-day operation of our office.
Essential Duties/Responsibilities
Provide administrative support, including calendar management, booking travel and tracking expenses etc.
Work closely and effectively with the COO and Internal Legal Counsel to proactively keep them well informed of upcoming commitments and responsibilities.
The ideal individual will be highly self-motivated and exercise exceptional judgment and discretion in a variety of high-pressure situations.
Ability to multitask and prioritize daily workload.
Prepares Project presentations by compiling data; developing presentation formats and materials.
Tracks executive level expenses by tracking, consolidating, analyzing, and summarizing expenses; forwarding for reimbursement using company technologies.
Booking meeting arrangements, preparing reports and maintaining appropriate filing systems.
Write and distribute email, correspondence memos, letters, faxes and forms.
Assist in the preparation of regularly scheduled reports.
Develop and maintain a filing system.
Supports the COO’s direct reports to ensure the smooth flow of information and activities in a multifaceted operation with ever-changing priorities.
Handles sensitive information appropriately and uses good judgement in problem solving.
Handles and prepares all aspects of confidential and sensitive documents, ensures critical timelines are met.
Prepares agendas, attends meetings, schedules and takes minutes at internal and external meetings as requested.
Maintains a close working relationship with other departments within the company.
Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail.
May serve as the primary point of contact for internal and external stakeholders on business matters and local office matters.
Manages and performs office responsibilities including ordering supplies, couriers, and occasional reception back up.
Assists with internal and external communication efforts: organizes and coordinates special events and projects.
May support related projects and conduct research as required.
Other duties as assigned.
Required Education, Skills and Qualifications
Education and Experience:
Undergraduate Degree in related field.
Previous legal administrative experience an asset.
Minimum 5-8 years’ experience providing administrative support for senior management in a fast-paced environment.
Strong working knowledge of Microsoft, Adobe and Office 365.
Experience in domestic and international travel coordination.
Ability to handle detail of a highly confidential and critical nature.
Demonstrates proactive approaches to problem-solving with strong decision-making capability.
Excellent interpersonal skills and proven ability to build relationships with internal and external staff at all levels.
Experience successfully working in a fast -paced environment with demanding and/or shifting deadlines.
Flexibility to provide support outside regular hours as/when needed.
Thorough knowledge of corporate communications, spelling and grammar.
Exceptional written, verbal and interpersonal communication skills.
Ability to inspire trust and confidence in relationships with others; the ability to exercise diplomacy when dealing with customers and to provide leadership, organizational and decision-making skills.
Consistent, honest and dependable with a good sense of humor.
Experience:
executive assistant: 5 years (Preferred)
