Executive Assistant

2 weeks ago

Toronto, Ontario, Canada When I Work Full time

_When I Work is a remote first company, however, due to the nature of this role, we will only be accepting applicants located in the Toronto, Ontario metro area.

This role will have regular in-person meetings and may require some travel._

Who We Are:

  • We help hourly teams get shift done._
At When I Work, everything we do starts with a mission to make shift work awesome.

We deliver on that mission by making every piece of hourly workforce management - scheduling, time tracking, shift trading, team messaging, and more - easy and straightforward for managers and employees alike.


What You'll Do:

As an Executive Assistant, you help run the show.

You are an essential extension of the executive leadership team directly supporting the CGO and CFO and providing secondary support to the leadership team at When I Work.


In this role you will:

  • Act as the point of contact for the CGO and CFO, responsible for a variety of professional tasks including managing schedules, calendars, travel, expense reports, communications, and information requests
  • Support various leaders as needed in a variety of professional tasks including scheduling meetings, travel accommodations, communications, information requests, and special projects
  • Plan, coordinate, & attend relevant meetings (both virtual and inperson). Ensure meetings are successful through agenda creation, accurate scheduling, IT setup, catering, notetaking, and followups. Prepare executive summaries of meeting notes.
  • Assist with the planning and execution of company meetings & events throughout the year including allcompany meetings and annual company summit
  • Support other Executive Assistant as needed
  • Other special projects, as assigned

Who You Are:

You are a professional Executive Assistant with a history of supporting executives and experience in office coordination/management. You enjoy the challenge of keeping everyone on the same page through proactive communication, planning, & problem solving.

You are organized and detail oriented with an innate ability to manage multiple schedules, calendars, projects and requests at any given time.

You are adaptable and flexible and recognize the ever-changing nature of this role.

You are seeking a role where your skills in project management, event planning, executive assistance, and office coordination can come together and where you will see your impact first-hand.


Experience and Skills Needed:

  • Experience in a relevant professional administrative, project management or support role
  • Bachelor's Degree preferred, but not required
  • Demonstrates a high degree of independent thought, judgment, discretion and confidentiality
  • High degree of professionalism with an ability to maintain confidential information
  • Experience successfully interfacing with many internal & external stakeholders including executives, board members, customers, and colleagues
  • Must have the ability to manage multiple projects and pay exceptional attention to detail
  • Upbeat and solutionsoriented personality; ability to think on your feet with strong problem solving skills
  • Must be able to tackle and own the daytoday tasks along with other senior level responsibilities
  • Experience with budget management with a costeffective focus
  • Proficient with Google Suite
  • Proficient with Presentation Software (PowerPoint, Keynote, Google Slides, etc)

What Would Be Awesome To Have:

  • Experience supporting a geographically distributed and/or remote executive team
  • Experience in SaaS or Software specifically
  • Experience in high growth environments

What's In It For You:

  • Professional development allowance
  • Dental Care & Extended Healthcare Coverage paid by When I Work
  • Enhanced paid parental leave
  • Paid vacation and holidays
  • Flexible work environment
  • RRSP Match
  • Remote first culture including home office setup stipend and ongoing telecommuter stipend
  • Casual dress code
  • Dynamic and dedicated team
We believe actions speak louder than words. Every encounter with our people and products should be memorable and helpful. Challenges are exciting, failure is how we learn, and we all have an entrepreneurial spirit. Building an inclusive and equitable workplace isn't lip service.

We invest our time and our money in organizations that are not only working to diversify the current jobscape, but also investing in the future of talent.

We're motivated by a strong, innovative, and passionate work culture and we're constantly searching for ways to improve and get shift done.


Whether you're a perfect match or not, if it sounds like a good fit, we encourage you to apply
:

We'd love to talk to you Please submit the following to apply:

  • Resume (including months/years of employment for each position).
  • Cover letter including:
- an overview of your existing experience
- a convincing reason why you'd like to work at When I Work.

  • Must _already_ be authorized to work in the United States or Canada on a fullti

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