Executive Assistant to the CEO

The Executive Assistant is a true partner to the CEO, enabling her to grow the business and focus on value-added initiatives by actively managing all administrative duties—both professionally and in a personal capacity.

The successful applicant will be managing the CEO’s schedule, triaging correspondence, coordinating travel plans, setting up personal appointments, and arranging household management. They’ll be able to anticipate the CEO’s needs, mitigate issues that may arise, and adjust her schedule last minute when necessary.

This role is remote-friendly in London, Ontario. Some duties will include errands in the London area.

Schedule:

• 8-hour days – 8:00am-4pm
• Monday to Friday
• No weekends

Responsibilities

The successful candidate will be responsible for:

• Acting as the first point of contact for the CEO and providing full logistical support for tbk’s CEO
• Managing the CEO’s calendars and tasks, acting as a gatekeeper to protect the CEO’s time, while maintaining positive relationships with internal and external stakeholders.
• Recognizing what must be done now, what can wait, and what does not need the CEO’s attention.
• Building into the CEO’s schedules time to prepare, reflect, or travel, being mindful of the many little, but important multidimensional facets of the CEO’s schedule (e.g., are Thursday evenings family nights? Keep that in mind!)
• Managing the company phone line and the CEO’s extension (typically 3-4 calls a day on the company line).
• Preparing and booking all travel and related appointments, as well as managing the associated documentation.
• Organizing receipts, making claims, and managing admin processes that relate to the CEO’s personal and professional expenses.
• Following up on action items from meetings to ensure they are completed.
• Managing emails on behalf of the CEO to make sure nothing gets missed.

Requirements

Applicants should have the following skills and experience:

• 5+ years of experience supporting C-suite leader(s) and/or busy senior executives, preferably in a tech-oriented company.
• Strong time-management skills and experience working within a fast-paced, high-growth environment.
• Extremely resourceful and proactive, with a strong sense of urgency and even stronger attention to detail.
• Hardworking with a positive, can-do attitude. You’re comfortable saying “I don’t know,” but resourceful enough to say, “but here’s how I intend to find out.”
• Team player who’s willing to help wherever and however necessary to support other departments.
• Strong interpersonal skills. Must be able to work well with different personalities.
• Professional and approachable.
• Trustworthy with incredible discretion and judgment when it comes to sensitive or confidential matters.
• Excellent written and verbal communication skills. Must be able to edit documents for spelling and grammar to represent the CEO internally and externally.
• Flexibility to match the CEO’s schedule.
• Excellent Microsoft Office 365 skills.
• Calm, organized, and responsive. You take pride in your ability to get things done not just quickly, but also well.
• Hold yourself and others accountable. You OWN your work and are proud to deliver high-quality outcomes.
• 5 years+ experience working with Excel
• 3+ years project management experience
• 3+ years social media management experience
• 2+ years Canva experience