We are seeking an Executive Assistant who is a self-starter, adaptable, and able to manage a wide range of responsibilities. The ideal candidate will have the ability to wear multiple hats and step in wherever needed within the organization. This position requires an individual who can understand the business, curate ideas, and seamlessly support both personal and professional tasks for the President. This is an exciting opportunity to directly support an industry recognized President in a growing professional services firm.
Position Overview:
As the Executive Assistant, you will play a crucial role in the smooth functioning of both the business operations and the President’s personal life. You must be a self-starter with a proactive mindset, capable of anticipating needs and taking initiative. This is a multi-faceted role that requires a sophisticated individual who can act as a liaison project manager, and assistant in various capacities. You will be responsible for everything from managing business travel and curating events to handling personal errands and tasks for the President and his family.
A unique, rewarding opportunity for an individual who really enjoys a variety of responsibilities, high-discretion work and enjoys learning new things.
Responsibilities:
Email & Calendar Management:
- Proactively manage a complex calendar, including scheduling meetings, coordinating events, and resolving scheduling conflicts.
- Handle high-volume e mail correspondence, ensuring timely responses, follow-ups , and prioritization.
Administrative & Office Support:
- Provide executive-level administrative support, including organizing reports, documents and presentations.
- Assist with office management tasks and step into various roles to ensure smooth daily operations.
Business & Event Coordination:
- Plan and organize business travel, offsite meetings, investor trips, staff outings, and team-building events.
- Collaborate on curating business ideas, supporting strategic initiatives, and managing special projects.
- Organize internal and external events, from logistics to execution.
Personal Assistance:
- Manage personal errands and tasks for the President, ensuring a seamless balance between his professional and personal responsibilities.
- Assist in tasks related to the President’s family life, including scheduling, meal planning, and coordination of family-related activities.
Communications & PR Support:
- Support corporate communications, PR, and media outreach efforts.
- Serve as a point of contact for key stakeholders, vendors, and internal and external partners.
Holistic Support for Well-being:
- Assist with promoting a healthy lifestyle for the President, ensuring support for physical and mental wellness, aligning with his demanding role.
Qualifications:
- 5-7 years proven experience as an Executive Assistant or Chief of Staff, providing senior level administrative support to executives in a fast-paced, entrepreneurial, small-office organization.
- True self-starter with exceptional organizational skills and attention to detail.
- Experience managing heavy business travel, corporate events, and personal errands in a busy environment.
- High level of professionalism and proven ability to handle sensitive and confidential matters and make sound decisions with discretion.
- Adaptable and comfortable wearing multiple “hats” in a small, fast-paced office environment.
- Exceptional communication (verbal and written) skills and time-management skills.
- Proficiency with Microsoft Office Suite and other relevant software tools.
- Ability to juggle multiple priorities from curating ideas, organizing business trips, and managing events while seamlessly supporting the President’s day-to-day personal responsibilities.
- Experience in event management/coordination, marketing, PR or media is a definite plus!
- Strong interpersonal skills with a natural ability to anticipate the needs of senior leaders and internal and external stakeholders; knowing when to insert yourself and when not to.
- A balanced and patient professional with great listening skills, resourcefulness and proven ability to effectively manage and work under pressure.
Nice-to-Have:
- Familiarity with managing events that require creativity and execution.
- Interest or experience in health and wellness to support a balanced and healthy lifestyle for the President.
- High emotional intelligence (EQ) and intellectual curiosity (IQ) to navigate the complexities of this role.
What we offer:
- A dynamic work environment in a growing company.
- Opportunities for career development and advancement.
- Competitive salary and extended health and dental benefits.
Job Types: Full-time, Permanent
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Wellness program
Application question(s):
- Are you authorized / legally eligible to work in Canada?
- This is an in-office role. Are you able to work onsite 5 days per week?
Education:
- Bachelor's Degree (preferred)
Work Location: In person
