Executive Assistant

Do you love working in a fast-paced environment, where you are constantly making meaningful contributions daily?

Do you LOVE working with people in a small family-like, entrepreneurial environment?

Are you passionate, dedicated, and willing to grind even when the going gets tough?

We are looking for an amazing Executive Assistant who is:

• Passionate, dedicated, and willing to persevere in the face of adversity
• The type of person who loves working in a small, family-like, entrepreneurial environment
• Great at supporting projects with multiple components and team members involved
• Great at implementing streamlined process methodologies to ensure team members are staying efficient and focused on objectives and outcomes

DETAILED ROLE OVERVIEW

Executive Support:

• E-mail filtering, organization, and replies as per "Reaction Rules" of Director inbox
• Managing personal and work calendars for Director (i.e., booking, rescheduling, recurring events, etc.)
• Supporting Director in personal tasks and/or delegating to another team member as required
• Creating your role’s “Educational Resource” using SOP templates (i.e., documenting all processes/tasks to create a centralized repository of custom workflows and best practices)
• Keeping the office rooms organized and in order
• Constantly looking for business process optimization opportunities where costs are minimal
• Play a critical role on the team in ensuring deliverables are always met accurately and on time
• Valid driver’s license with clean driving record

Project Ownership and Support:

• Provide project support and ownership, where needed.
• Ongoing project monitoring and project tracking across the team
• Ongoing assessment of potential delays affecting project deadlines highlighting key issues to the President
• Prepare project reports, presentations, and communications to a high standard

Business Operations Support

• Develop and implement efficiencies to streamline business processes
• Maintain all hard copy and digital records for ongoing executive projects
• Comfortable learning, using, and eventually automating some tasks using pre-existing software.
• Constantly follow up with necessary points of contacts
• Ability to Problem Solve - develop alternative actionable solutions when information is provided or self-attainable
• Strong sense of responsibility and ability to complete tasks with minimal supervision (initial training and support is always provided)
• Impeccable written and oral communications skills

Administrative Tasks:

• Answer phones and direct calls to appropriate team members
• Scanning, filing, faxing, and filling of documents as needed
• Support Directors and Management with various requests for scheduling calls, meeting setup, etc.
• Joining meetings for note-taking and sending out meeting minutes/follow up actions to team members
• Creation and management of all business contacts into Outlook system
• Creation of Process documents to create standardization of processes
• Management and Organization of SharePoint site
• Payments to service providers/vendors or depositing of cheques
• Organizing/Scheduling of activities or work required

Business Purchasing:

• Purchasing products/supplies/tools as required by the business regularly
• Ensuring receipts and records are kept of all items purchased as required by accounting team
• Ensure items are received and manage returns end to end where necessary

Required

· High Level of Organization: this is CRUCIAL for this role and for your success at our company.

· Detail oriented: You will be involved in work that requires high attention to detail. Taking notes, listening, asking questions, and double-checking the work you do is extremely important.

· High Computer proficiency: Very comfortable on the computer using Outlook, Excel, and other Microsoft products and learning new tools on the computer.

· Love to learn/Growth Mindset: Whether it be new applications required, processes, or ways we do things. The learning will be ongoing and continuous with the objective of improving what/how we do, simplifying, and reducing complexity!

· Resourceful/Outcome focused: Using different approaches where existing don’t work to achieve the end goal

· Great listening skills: Whether instructions or feedback

· Positive Attitude/Energy

· Team Player/Love to work with others

Required Experience/Education

o Post-secondary education in business, computers, or office management

OR/AND

Office Admin or Similar Position for 3-5+ years

Desired Experience

· Finance or accounting experience

Hours of Operation: 9am - 6pm Monday- Friday

This role is very dynamic in nature and has a big impact on the team!

Efficiency is a big part of our company culture. To us, this means being able to do more with less, always finding better, smarter, and easier ways to do things without compromising quality.

Organization is equally important. It enables your ability to be both efficient and effective.

Being Detail oriented is key, and we need an individual who has an amazing eye for details!

Finally, the majority of what you will do will be on the computer. It’s CRUCIAL that you are extremely comfortable on the computer and using Microsoft programs such as Outlook, Excel, and PowerPoint.

More about us:

Our company is comprised of an amazing team of individuals of diverse backgrounds, experiences, and perspectives. We are lean in nature and most team members have multi-functioning positions within the company. We are approaching a decade of existence and have experienced tremendous growth and learnings throughout the years.

We praise new ideas, new methods of doing things, and learning what works and what doesn’t. We promote thinking outside the box to solve problems and often look at how we can simplify or automate any process we do.

We strive for an ever-evolving company culture and team where we learn, grow, and have fun with everyone we work with!

We are looking for the best fit candidate to join our journey and grow with us. If you feel the role description and culture are a perfect fit for you, we look forward to hearing from you!