Executive Assistant to the CEO

The Opportunity

#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

We offer

  • 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.

Elektra Simms