Executive Assistant

Position Overview – Executive Assistant

The Executive Assistant will provide comprehensive support to the CEO, including professional and some personal tasks, ensuring all aspects of their week runs smoothly. This role requires a proactive and highly organized individual who can manage a variety of responsibilities with discretion, professionalism, and adaptability.

In addition to traditional administrative duties such as calendar management, booking travel, and managing the inbox of the CEO, the Executive Assistant will be responsible for personal tasks such as running errands, scheduling personal appointments, and coordinating household matters. The role will also involve supporting on event coordination tasks at client events in a minor "day of event" capacity.

This dynamic position is ideal for a customer-service focused individual who thrives in a fast-paced environment and enjoys both administrative and event-related work.

Key Responsibilities of the Executive Assistant

1. Administrative & Communications Support: Manage calendars and prioritize/triage email inbox. Order office supplies. Prepare and edit correspondence, reports, and presentations. Organize and sort both hard copy and digital copies of files. Implement an organized online file storage system. Organize and tidy physical office space and storage areas.
2. Meeting Coordination: Organize and coordinate internal and client meetings, including preparing agendas, taking minutes, and tracking action items. Schedule personal appointments to align with work calendar.
3. Bookkeeping: Organize receipts and invoices to be passed over to the company’s accounting firm. Reconcile credit card statements and bank statements monthly.
4. Confidentiality Management: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
5. Research: Conduct online research, source quotes on products and services.
6. Travel Management: Research travel options (hotels, flights, etc.). Coordinate travel arrangements for team members.
7. Event Planning: Assist the team with onsite event planning and coordination tasks such as greeting guests at events, checking tickets, checking in guests, prepping event attendee materials, sourcing gifts, tracking inventory of event supplies, etc.

About You

You will be a great fit as an Executive Assistant at iSPARK if …

1. You have 2-3 years of experience in an executive assistant, personal assistant, customer service, or event coordination role preferably in an agency or office environment.
2. You thrive on going the extra mile and you have a passion for customer service.
3. You thrive under pressure and can easily adapt to fast-paced and constantly changing environments.
4. You have a proven track record of being able to adhere to strict deadlines and set priorities.
5. You have excellent verbal and written communication skills in English.
6. You pay strong attention to detail and can complete tasks efficiently AND with accuracy.
7. You are comfortable using business tools such as event tech platforms, online project management tools, cloud storage filing systems, email, Office 365, CHATGPT, etc.
8. You have availability during the typical 9 to 5 workday Monday to Friday + you can be available outside of regular working hours as required for event support.
9. You have strong interpersonal skills, confidence, poise, integrity and professionalism.
10. You have a valid driver’s license and access to a vehicle.
11. You know how to work effectively in a team environment but can also work independently.
12. You have a dedicated workspace at home with a computer and basic office equipment.
13. You have previous experience working as a freelancer or contractor and/or are currently self-employed with bandwidth for a new project/role.
14. You have exceptional project management skills, and you are extremely organized.
15. You can lift and carry 40 lbs.
16. You are results-oriented and deliver consistently to a high professional standard.
17. You have a passion for contributing to the iSPARK vision and entrepreneurial approach.
18. You believe in accountability.
19. You exercise initiative and good judgment.

NOTE: Experience or background in sport, health, wellness, or fitness is highly advantageous. This could include specific education, involvement as an athlete, or volunteer work in related fields.

Why Join iSPARK?

1. Work from Home – all team members work remotely from their respective home offices across Canada. We meet-up on Zoom regularly, and sometimes connect in-person for pizza lunches, pool breaks, and our must-have guilty pleasure – Suzy Q donuts.
2. Flexible Hours – all team members can choose to work when they are most productive or to accommodate personal training, sports or other wellness activities.
3. Travel – we offer opportunities for our team members to visit and work in Canadian cities that you may have not explored yet.
4. Client Referral Bonus – all team members are eligible to receive a cash bonus for referring a new client to iSPARK.
5. Perks – we provide access to fun and rewarding perks, such as a wellness stipend, summer Fridays off, professional development funds and more.

Inclusivity = Success

We appreciate different perspectives and unique ways of thinking. We like to say that we don’t do vanilla, status quo or beige, so our team members are as varied as our creative approaches to our client’s projects. We hire only top talent from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our company stronger.

We pride ourselves on being a woman-owned business and employing a gender-balanced team. We believe in including everyone at the events we produce and on our team. We encourage our clients to do the same. Our inclusive culture inspires us to try new things, speak openly, and be bold.

Job Types: Part-time, Fixed term contract
Contract length: 11 months

Pay: $22.00-$27.00 per hour

Expected hours: 5 – 7 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (required)

Work Location: Hybrid remote in Gatineau, QC