Executive Personal Assistant

1 week ago

Toronto, Ontario, Canada WeShall Investments Inc. Full time

About the Company:
WeShall Investments Inc.

is a premier Canadian private equity firm with a diverse portfolio of investments that demonstrates our agility in various industries across Canada, the U.S., and the Caribbean.

Our mission is to build a leading private equity firm generating superior long-term investment returns collaboratively with BIPOC entrepreneurs and companies promoting diversity.


Job Summary:
WeShall seeks a dedicated Executive Personal Assistant with comprehensive experience to support the Executive Chairman and Founder. In this role, you'll manage personal and administrative affairs, while also coordinating personal and corporate events. This position combines traditional executive personal assistant duties with elevated responsibilities, providing high-level administrative and strategic support.

Key Responsibilities and Tasks:
Administrative Support

  • Manage the Executive Chairman & Founder's complex schedule, including meetings, appointments, travel logistics, and expense reporting.
  • Act as a gatekeeper, screening and managing phone calls and email communications.
  • Prepare and organize documents, reports, and presentations as needed.
  • Ensure the executive's personal spaces are wellorganized and maintained.
  • Handle confidential information with the utmost discretion and professionalism.
  • Anticipate the executive's needs and proactively address them.
  • Mentor and guide junior administrative staff, as needed.
  • Other support and special projects as assigned from time to time.
Event Management

  • Coordinate and plan personal events and activities, including family gatherings, vacations, and philanthropic engagements.
  • Assist in organizing, coordinating, and facilitating corporate events, such as board meetings, shareholder meetings, and other companyrelated functions.
  • Plan internal and external meetings, conference calls, conferences/townhalls/events, and lunches/dinners.
  • Collaborate with external vendors, venues, and caterers to ensure successful event execution.
  • Manage event budgets, track expenses, and reconcile invoices.
  • Create event invitations, managing RSVPs, and ensuring all logistical details are in place.
  • Act as point of contact for event inquiries and provide excellent customer service to attendees.
Executive Support

  • Oversee and coordinate highpriority projects and strategic initiatives, working closely with senior leadership and crossfunctional teams.
  • Identify opportunities for process improvement and efficiency within the Executive Chairman & Founder's office and implement solutions.
  • Conduct research, data analysis, and prepare reports or presentations to support the Executive Chairman & Founder in making informed decisions.
  • Serve as a primary contact for internal/external stakeholders, ensuring efficient communication and followup.
  • Prepare and review documents, correspondence, and presentations on behalf of the Executive Chairman & Founder, maintaining a high level of accuracy and professionalism.
Marketing & Business Development Support

  • Develop and execute marketing communications strategies to enhance brand visibility.
  • Manage a Brand Coordinator to implement and oversee integrated marketing communications strategies.
  • Schedule appointments with prospective clients and ensure followup with status updates.
  • Build, maintain, track, and update dashboards, templates, and contracts.
  • Assist with sending contracts and agreements.
  • Build and deliver reports to management.
  • Maintain branded documents and templates.
  • Coordinate and support developing meeting materials (agendas, presentation decks).

Qualifications:

  • Bachelor's degree in business, management, or related field.
  • Experience as an executive personal assistant with an elevated scope of responsibilities.
  • Strong business acumen and strategic thinking abilities.
  • Demonstrated track record of maintaining an extreme level of professionalism in all interactions and tasks, exhibiting impeccable conduct, discretion, and integrity at all times.
  • Strong social media presence and savvy, with demonstrated experience in managing and leveraging various social media platforms to enhance brand visibility and engagement.
  • Valid passport and willingness to travel as required.
  • Strong organizational and timemanagement skills.
  • Exceptional communication and interpersonal abilities.
  • Ability to handle multiple tasks and prioritize effectively.
  • Advanced proficiency in Microsoft Office Suite and project management tools.
  • Flexibility to adapt to the executive's personal preferences, location, and schedule.
  • Strong problemsolving skills and attention to detail.
  • Experience in event management and coordination.
  • Ability to work independently, make informed decisions, and exercise sound judgment.

Equity Statement:
WeShall Investments Inc.

is a staunch advocate for diversity in all its forms, and especially welcomes applications from members of the BIPOC (Black, Indigenous, and People of Colour) community, women, people with disabilities, the LGBTQ+ community, and those of diverse intersectional identities.

Accommodations are available on request for candidates taking part in all aspects of the selection process as well as part of employment with WeShall Investments Inc.

in accordance with the AODA, for applicants with disabilities accommodation will be provided throughout the search process.

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