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Senior Executive Assistant

3 months ago

Old Toronto, Ontario, Canada Cyclic Materials Full time

Cyclic Materials is the most exciting cleantech company in North America.

We are addressing environmental, geopolitical, and supply chain challenges by recovering rare earth elements and other valuable materials from the difficult-to-recycle products of the modern world. We provide the market with a secure and regional supply of metals critical to the energy transition, and do so in an ethical, economic, and sustainable way.

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

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

Join the team 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 are committed to innovation, excellence, and making a positive impact in the world. The CEO is at the forefront of our organization, driving strategic initiatives and fostering a culture of success. This candidate must live in Toronto or surrounding areas as presence in the downtown office is required. The SEA will provide comprehensive support to a busy CEO. The ideal candidate will possess exceptional communication and organizational skills, impeccable attention to detail, and the ability to thrive in a fast-paced environment. This role requires a proactive and resourceful individual who can anticipate the needs of the CEO and effectively manage competing

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

What You'll Be Doing

  • Strategic Support: Assist the CEO in executing strategic initiatives and special projects, conducting research, compiling data, and preparing reports and presentations. Provide analytical support and contribute to decision-making processes as 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 to ensure optimal time management.
  • Travel Arrangements: Arrange domestic and international travel logistics for the CEO, including flights, accommodations and transportation. Provide detailed itineraries and ensure all travel arrangements align with the CEO's preferences and priorities.
  • Communication Liaison: Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO. Screen and prioritize incoming communications, including emails, phone calls, and meeting requests. Draft and edit correspondence on behalf of the CEO as needed.
  • Meeting and Board Coordination: Prepare agendas, documents, and presentations for meetings attended by the CEO. Ensure meeting materials are distributed in advance and follow up on action items and decisions. Attend meetings as requested to document minutes and track action items. Ensure all Board materials are complete, timelines are communicated, and all draft and final documents are gathered and in its final form.
  • Confidentiality and Discretion: Handle sensitive information and maintain the highest level of confidentiality and discretion at all times. Uphold ethical standards and demonstrate integrity in handling confidential matters.
  • Relationship Management: Cultivate positive relationships with key stakeholders, including board members, executives, clients, and partners. Represent the CEO professionally and effectively in interactions with internal and external contacts.
  • Office Management: May need to review and process monthly expense submissions for other leadership members. Submit and process invoices on the internal system. Coordinate and manage 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 support or related experience
  • Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook
  • Degree in a related field is an asset.
  • Extensive experience managing a senior executive's calendar in a fast-growing organization using knowledge of organizational and divisional priorities to effectively manage demand for time.
  • Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making.
  • Ability to communicate complex matters in a concise and simplified way.
  • Very detailed oriented with excellent planning skills.
  • Strong customer service orientation with a flexible and willing 'can do' attitude.
  • Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners.
  • Ability to work with others at all levels and independently while demonstrating initiative.
  • Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly.

Willingness to provide support outside of regular business hours when necessary.

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