Executive Assistant to the CEO

Executive Assistant to the CEO

About the Company

Baseline.io is an innovative Software as a Service (SaaS) company dedicated to transforming municipal management through our industry-leading solution called Citycare.

Our mission is to enable municipalities to optimize their operations and improve the well-being of their communities.

Our workplace is fully remote with occasional travel for in-person meetings as required from time to time, as scheduled in advance.

Job Mission Statement

The Executive Assistant to the CEO plays a critical role in ensuring the CEO's daily operations are seamless and efficient. This role will involve managing the CEO's schedule, communications, commitments, and various administrative tasks to maximize time and productivity. The Executive Assistant is expected to be proactive, highly organized, and a reliable partner who anticipates needs and helps the CEO maintain focus on strategic priorities.

Key Performance Indicators (KPIs)

• Timely and accurate management of the CEO's schedule, including meeting coordination and travel arrangements.
• High-quality communication with external stakeholders, ensuring prompt and professional follow-ups.
• Efficient and organized handling of CEO’s email inbox and task management, reducing response times.
• Successful collaboration across internal teams to ensure project deadlines and commitments are met.
• Accurate data entry and tracking within HR and CRM systems, ensuring up-to-date information and reports.
• Smooth onboarding/offboarding process coordination for new employees.

Job Description

As the Executive Assistant to the CEO, you will be responsible for managing various administrative and operational tasks to support the CEO in overseeing the company's activities. Your primary goal will be to optimize the CEO’s time by handling routine tasks, communications, scheduling, and project management follow-ups. This role requires excellent multitasking abilities, attention to detail, and the ability to handle sensitive information with the utmost professionalism.

You will be the go-to person for managing the CEO's emails, calendar, and travel, ensuring nothing slips through the cracks. Additionally, you will liaise with other departments, assist in the hiring process, and work closely with the Chief Revenue Officer to manage the social media content calendar.

Expected Results

• A fully optimized schedule for the CEO, allowing for effective time management and priority focus.
• Prompt responses to all email inquiries and phone calls, with critical communications tracked and followed up on.
• Clear and actionable meeting minutes and follow-up tasks after all major meetings.
• Seamless coordination of business travel, ensuring smooth logistics for every trip.
• Up-to-date HR records, payroll entries, and system access management for all employees.
• Well-maintained inventory levels and timely order placements.
• Well-coordinated social media calendar management for brand consistency and timely content distribution.

Main Responsibilities

• Maintain the CEO’s calendar, emails, and travel logistics.
• Follow up on commitments made to external stakeholders and track interactions via HubSpot CRM.
• Manage postal mail, scan important documents, and delegate follow-ups as needed.
• Assist with payroll processing by entering approved work hours into Clockify and Wagepoint.
• Coordinate talent acquisition activities with hiring managers in BambooHR.
• Assist in onboarding/offboarding employees, ensuring proper system access and HR documentation is completed.
• Help maintain the company’s social media presence by assisting the Chief Revenue Officer in managing the content calendar and creating content prompts with tools like ChatGPT.

Parallel Responsibilities

• Analyse the CEO's AI generated meeting minutes and ensure identified action items are followed-up.
• Keep track of company inventory and place orders when necessary to maintain operational efficiency.
• Support hiring managers in creating a smooth and welcoming onboarding experience for new employees.

Required Qualifications

• Fluency in both spoken and written French and English.
• Strong organizational and communication skills, with the ability to exercise discretion, diplomacy, and excellent judgment.
• A minimum of 5 years of relevant experience supporting C-level executives.
• A college degree or professional certification related to administration, business, or a similar field.
• Proven interpersonal skills, with the ability to remain calm and composed under pressure.

What Sets You Apart from the Rest

• Certification in Project Management (PMI, PMP) or relevant areas.
• Experience with our software systems (BambooHR, HubSpot CRM, Xero, Google Workspace, Clockify, Aha!, Slack, ChatGPT prompting).
• A university degree in a related field, such as Business Administration or Communications.
• Demonstrable track record of working effectively in a fully remote setting with minimal supervision.
• The ability to manage a complex and dynamic schedule while maintaining a high level of accuracy and efficiency.

What We Offer

• A fully remote, full-time, permanent role.
• Competitive compensation package, including base salary, bonus, benefits, and stock options.
• Opportunities to travel for in-person meetings and company events.
• A dynamic, innovative work environment that values creativity and teamwork.