Executive Assistant

Overview of the Role

The purpose of the Executive Assistant is to support the Executive Team. The Executive Assistant will mostly manage business-related tasks for the team, such as creating reports, organising travel and accommodation, taking minutes and other organisational tasks. 

Responsibilities:

• Managing the executive’s calendar, scheduling and preparing for meetings, and coordinating travel. 

• Working with or managing other administrative teams or projects, which may include the executive’s personal assistant. 

• Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provides the executive with everything necessary to make decisions. 

• Administration can include expense reports as well as reports that the executive needs to stay on top of the information required to do their job. 

• Can include everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included. 

• Responding to email, managing the executive’s inbox, taking phone calls and, in general, serving as a gatekeeper so that only the necessary communication comes through. 

• Serving on behalf. This may mean meeting with clients, returning communication, or relaying the executive’s wishes to reduce direct access to the executive. 

• Contact management. More than simply maintaining a contact list (though that is part of it), contact management involves helping the executive know as much as possible about a contact to give context to communication and meetings. 

• Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executive assistants who may end up making managerial decisions at a moment that keeps a project moving forward. 

• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving. 

• A graduate of any bachelors degree  with 3+ years of proven experience as an Executive Assistant   
• In-depth understanding of the entire MS Office suite   
• Familiarity with Otters features and functionality is considered an asset for this position.  

• Must be able to meet deadlines in a fast-paced, quickly changing environment   

• A proactive approach to problem-solving with strong decision-making skills   

• Good verbal and written communication skills   
• Technical skills, such as common business software and protocols. 

• Sophisticated management and organizational abilities. 

• Relevant industry background or knowledge for the company the executive works at is a plus.

• 500K per incident HMO coverage + Dental & Optical benefits ​
• 2-week paid Christmas vacation​
• Electricity & Data subsidies​
• 25K Educational Assistance ​
• Training and equipment will be provided​
• Fixed Schedule of Mon-Fri from 7 AM to 4 PM​