Work. Life. Balance.

Job Title:  Executive Assistant

Department:  Administration
Reports to:  CEO

GENERAL SUMMARY:      

The purpose of Executive Assistant is to ensure that all administrative aspects required by the CEO, senior management team and stakeholders is delivered.  The role is a key one within the organization requiring numerous soft skill capabilities.

Essential Duties and Responsibilities:

  • Communication Liaison – Responsible for managing the flow of information to members of the executive leadership team.
  • Must screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on to the appropriate management team member or the CEO.
  • Information Preparation – involved in preparing and formatting information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
  • Records Management – Maintaining company records, along with the Office Manager, falls under the scope of executive assistant duties.
  • Responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
  • Data Analysis – must have the ability to use a combination of computer and critical thinking skills. For example, while top-level executives are accountable for ensuring that the company is meeting its overall financial goals, in many cases it is the assistant who carefully analyzes financial data and creates reports that identify areas of concern the executive may need to focus on.
  • Discretion – keep all confidential information secure. Keep confidential information about compensation plans, upcoming layoffs, internal investigations based on employee complaints, company trade secrets and other confidential information. Must maintain confidentiality and exercise discretion.
  • Records and Reports – Generate various office reports as requested by the CEO and senior management team.
  • Facilitates communication, plans events, distributes information, drafts agendas and schedules meetings and records the minutes.
  • HR Coordinator – Responsible for preparing and coordinating any functions pertaining to employment, compensation, labor negotiations and employee relations.
  • Plays an active role in formulating methods to improve employment policies, processes and practices as well as recommending changes to management.
  • Responsible for keeping the Employee Manual up to date
  • Conduct a substantial amount of research, analysis and reporting in addition to daily tasks as requested by the CEO
  • Act as liaison between external HR consulting resources and CEO
  • Marketing Coordinator – Assisting team members with day to day marketing tasks and coordinating marketing projects and activities as requested by CEO and Director Marketing.
  • Organizing the production of branded items such as stationery and merchandise
  • Supporting the marketing and design team by coordinating and collating content
  • Producing additional marketing communications, such as flyers, brochures and exhibition-related projects
  • Adding and editing content on the company website when needed, including any related imagery, using WordPress
  • Setting up tracking systems for marketing campaigns and online activities.
  • Track competitor activity by keeping abreast of market changes and the marketing mix used by competitors
  • Assisting with the production of artwork, sourcing images, print buying and checking copy as required by Marketing Director and external marketing agency.
  • Produce clear and concise written correspondence in the form of letters and emails
  • Speeches and Presentations – responsible for writing draft correspondence, speeches, presentations and even press materials and announcements from the executive office.
  • May have responsibility for developing staff and board presentations, annual reports and policy manuals.
  • Gatekeeping – responsible for phone calls, taking requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
  • Must be organized, have exceptional attention to detail and possess effective communication skills.
  • Computer literacy is vital to the role, as is the ability to train and direct others.

Knowledge, Skills, and/or Abilities Required:  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Proficient with general office applications
  • Enjoy working with all senior management
  • High energy and drive
  • Strong organizational, presentation, and stakeholder management skills
  • Skill in preparing written communications and materials
  • Interpersonal skills: such as telephony skills, communication skills, active listening and customer-care
  • Ability to multi-task and adapt to changes quickly
  • Typing skills must be above average
  • Self-motivated with the ability to work in a fast moving environment

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