Executive Assistant to the CEO
#movethedial is seeking a passionate and experienced Executive Assistant for its Founder & CEO, Jodi Kovitz. The Executive Assistant is an extension of the CEO. You are the person who makes the CEO a better, faster, and more effective leader by helping her focus on the most important priorities. You will be the one making judgement calls on how the CEO spends her time and energy. Acting on behalf of the CEO, the Executive Assistant handles communication, scheduling, and other administrative duties. They’re responsible for organizing the CEO’s day to day activities with integrity and sensitivity.
Who You Are
You are detail oriented and organized, able to prioritize, multi-task and meet deadlines. You have a passion for technology, and thrive in a dynamic environment; though you like working independently when needed, you also love to collaborate on projects. You are professional, have integrity, and take pride in representing your organization in a way that makes others want to join! You value respect, collaboration, abundance, inclusiveness and action - favouring progress over perfection. You look for inspiration, and seek to amaze and delight.
What You’ll Do
Anticipate the needs of the CEO ensuring that she is in the right place, at the right time, for the right reasons
Enhance a strong team culture with your positive attitude and natural tendency to help others meet goals and be successful
Provide day-to-day administrative support to the CEO, working closely with the Head of Operations and Strategic Initiatives to optimize the CEO’s priorities and deadlines
Arrange, confirm, and prepare briefings for meetings and speaking engagements by obtaining relevant and critical information, materials and research prior to each meeting to properly prepare the CEO
Carefully monitor the priorities in the CEO’s calendar
Arrange travel accommodations and itineraries prior to trips and conferences
Manage the CEO’s email; compose emails on behalf of the CEO and provide appropriate follow-ups
Support by monitoring follow-up activities, action items and materials in advance of meetings
Maintain various databases for the office of the CEO
Reconcile multiple expense reports on a monthly basis
Prepare presentations for business meetings and speaking opportunities
Accompany the CEO to meetings as required, and act as support for the CEO at external speaking engagements and public appearances
Maintain the strictest confidentiality
Apply good judgement, discretion and diplomacy in all interactions, especially matters that may be sensitive or confidential
Support the #movethedial team on a wide range of administrative projects
Help to keep #movethedial’s office running smoothly by maintaining office supplies and managing ingoing and outgoing requests
Perform other duties as assigned, with some personal assistance as required
What You’ll Need
Minimum of 3-5 years of relevant experience in an Executive Assistant role or Administrative Assistant or Project Management or similar role supporting C suite executives.
Outstanding organizational skills with obsessive attention to detail
Ability to multitask and prioritize a heavy daily workload; excellent time management skills
Expert level knowledge of Microsoft Office (Word, Excel, PowerPoint, Gmail, Google Office Applications). Google calendar management is critical.
Highly professional with experience and comfort liaising with executive-level contacts
Great written and verbal communication skills.
Resourceful - you thrive on problem solving and making things happen.
You are resilient, and persevere
Highly organized and Detail oriented, with an eye for finding formatting issues and typos
Comfortable with travel and at-times irregular hours related to events and engagement activities (ie. evenings)
High level of discretion and integrity are essential skills needed for this role.
Experience in a startup environment (fast-paced, high growth, high pressure) preferred
Strong judgment skills and unwavering commitment to maintaining confidentiality
An environment passionate about growth & learning
A passionate, collaborative, supportive and driven team
Flex hours for our early risers and night owls
Medical & Dental Insurance
Paid sick days and competitive vacation time
#movethedial is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. Accommodations are available on request for candidates taking part in all aspects of the selection process.