Executive Assistant

Job Title: Executive Assistant

Reporting to: CEO

Overview:

ClearDynamic is seeking a skilled and motivated Executive Assistant to provide high-level support to the CEO while coordinating daily activities, managing time, and facilitating communication across multiple businesses. This role is vital for ensuring a seamless workflow, maintaining confidentiality, and delivering organizational support across a range of tasks in a fast-paced environment.

Key Responsibilities:

1. Calendar & Schedule Management
   • Proactively manage the CEO’s calendar, scheduling meetings, events, and appointments with flexibility for last-minute changes.
   • Arrange travel logistics, including flights, accommodations, and ground transportation, optimizing for both time and cost.
   • Act as a gatekeeper to prioritize the CEO’s time effectively.
2. Communication & Correspondence
   • Draft, review, and manage correspondence on behalf of the CEO, maintaining a high standard of professionalism and accuracy.
   • Act as the primary contact for incoming queries, ensuring timely and clear communication with stakeholders.
   • Prepare and proofread documents, presentations, and reports to ensure quality and clarity.
3. Meeting Preparation & Coordination
   • Prepare agendas, materials, and follow-up actions for meetings to ensure efficient execution and clear documentation.
   • Take minutes and monitor action items for timely follow-through.
4. Project Coordination
   • Support the CEO with high-level project management, including tracking deadlines and milestones.
   • Collaborate with internal teams and external partners to align project objectives and expectations.
5. Confidentiality & Discretion
   • Maintain confidentiality and discretion on all matters concerning the CEO and organization.
   • Handle sensitive information in compliance with company policies and standards.
6. Proactive Support
   • Anticipate the needs of the CEO, addressing challenges and proposing improvements to streamline workflow.
   • Remain adaptable to a dynamic work environment with evolving priorities.
7. Office & Resource Management
   • Oversee the CEO’s office operations, ensuring all supplies, documents, and resources are organized and accessible.
   • Maintain a systematic filing system for both digital and physical documents.

Qualifications:

• Proven experience (1 year or more) as an Executive Assistant or in a similar role, ideally supporting C-suite executives.
• Exceptional written and verbal communication skills, with keen attention to detail.
• High level of discretion, trustworthiness, and confidentiality.
• Ability to work independently with a proactive, solutions-focused approach.
• Strong organizational and time-management skills, capable of prioritizing multiple tasks effectively.
• Adaptable and flexible, with readiness to pivot priorities and embrace evolving responsibilities in a dynamic work environment.
• Proficiency in MS Office and Google Workspace; familiarity with project management tools is a plus.

Why Work Here:

• Join a fast-paced, supportive environment dedicated to innovation.
• Opportunities for professional development and career growth.
• We offer a comprehensive benefits package and an Incentive Stock Options Plan (ISOP).

If you are a highly organized, proactive professional looking to make a meaningful impact, we encourage you to apply. We welcome applications from Black, Indigenous, and People of Colour (BIPOC), 2SLGBTQ+, women, newcomers to the country, and people with disabilities.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• Stock options
• Vision care

Schedule:

• Monday to Friday

Location:

• Halifax, NS (preferred)

Work Location: In person

Application deadline: 2024-11-06