Senior Executive Assistant

2 weeks ago

Old Toronto, Ontario, Canada Cyclic Materials Full time

Cyclic Materials isthe most exciting cleantech company in North America.

We areaddressing environmental, geopolitical, and supply chain challenges byrecovering rare earth elements and other valuable materials from thedifficult-to-recycle products of the modern world. We provide themarket with a secure and regional supply of metals critical to theenergy transition, and do so in an ethical, economic, and sustainableway.

With the global market for magnet rare earth elementsforecast to increase dramatically by 2030, establishing new sources ofthese critical elements will be vital to support the electrificationof the economy across Canada, North America, and the world.

Cyclic Materials is positioned to be a key player in developinga circular economy to support the energy transition.

Join theteam in building a global recycling cleantech company.

Senior Executive Assistant

We're looking for an experienced Senior Executive Assistant(SEA) to the CEO who is a dynamic leader in their industry. They arecommitted to innovation, excellence, and making a positive impact inthe world. The CEO is at the forefront of our organization, drivingstrategic initiatives and fostering a culture of success. Thiscandidate must live in Toronto or surrounding areasas presence in the downtown office is required. The SEA will providecomprehensive support to a busy CEO. The ideal candidate will possessexceptional communication and organizational skills, impeccableattention to detail, and the ability to thrive in a fast-pacedenvironment. This role requires a proactive and resourceful individualwho can anticipate the needs of the CEO and effectively managecompeting

This position will function with minimalsupervision and requires a high degree of independence, tact,initiative, discretion and judgment. The SEA will represent the CEO tointernal and external parties and provide administrative support.

What You'll Be Doing

  • Strategic Support: Assist the CEO inexecuting strategic initiatives and special projects, conductingresearch, compiling data, and preparing reports and presentations.Provide analytical support and contribute to decision-making processesas required.
  • Calendar Management:Coordinate and manage the CEO's complex and dynamic schedule,including scheduling meetings, conference calls, and appointments.Anticipate conflicts and proactively resolve scheduling issues toensure optimal time management.
  • Travel Arrangements: Arrange domestic and international travel logistics for theCEO, including flights, accommodations and transportation. Providedetailed itineraries and ensure all travel arrangements align with theCEO's preferences and priorities.
  • CommunicationLiaison: Serve as the primary point of contact for internaland external stakeholders seeking access to the CEO. Screen andprioritize incoming communications, including emails, phone calls, andmeeting requests. Draft and edit correspondence on behalf of the CEOas needed.
  • Meeting and Board Coordination:Prepare agendas, documents, and presentations for meetings attended bythe CEO. Ensure meeting materials are distributed in advance andfollow up on action items and decisions. Attend meetings as requestedto document minutes and track action items. Ensure all Board materialsare complete, timelines are communicated, and all draft and finaldocuments are gathered and in its final form.
  • Confidentiality and Discretion: Handlesensitive information and maintain the highest level ofconfidentiality and discretion at all times. Uphold ethical standardsand demonstrate integrity in handling confidential matters.
  • Relationship Management: Cultivate positiverelationships with key stakeholders, including board members,executives, clients, and partners. Represent the CEO professionallyand effectively in interactions with internal and external contacts.
  • Office Management: May need to review andprocess monthly expense submissions for other leadership members.Submit and process invoices on the internal system. Coordinate andmanage annual team offsites and other team events as necessary.

*Other related duties as required

What You'll Bring

  • A minimum of 7 years of administrative supportor related experience
  • Advanced knowledge of MicrosoftPowerPoint, Word and Excel and Outlook
  • Degree in a relatedfield is an asset.
  • Extensive experience managing a seniorexecutive's calendar in a fast-growing organization using knowledge oforganizational and divisional priorities to effectively manage demandfor time.
  • Ability to make independent decisions using soundbusiness judgment to enable effective prioritization of itemsrequiring immediate action, along with any pertinent information tofacilitate decision making.
  • Ability to communicate complexmatters in a concise and simplified way.
  • Very detailedoriented with excellent planning skills.
  • Strong customerservice orientation with a flexible and willing 'can do' attitude.
  • Ability to be diplomatic, tactful and use discretion andconfidentiality in all situations with both internal and externalpartners.
  • Ability to work with others at all levels andindependently while demonstrating initiative.
  • Possess a highdegree of flexibility with ability to cope well under pressure,multitask and turn around urgent requests quickly.

Willingness to provide support outside of regular businesshours when necessary.

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