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Executive Assistant to the CEO

2 months ago

Toronto, Ontario, Canada Hootsuite Full time
About the Role

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our CEO. This is a unique opportunity to work in a fast-paced and dynamic environment, supporting the CEO in ensuring the effective execution of the company's operating rhythm.

Key Responsibilities
  • Calendar Management:
    • Manage and coordinate the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
    • Prioritize and manage incoming requests, ensuring timely and effective responses.
    • Act as a gatekeeper and need to manage interactions delicately, balancing the CEO's time and priorities with external demands.
  • Communication Management:
    • Screen and handle phone calls, emails, and other correspondence.
    • Inbox management.
    • Draft, proofread, and edit communications, reports, and presentations.
  • Meeting Coordination:
    • Prepare agendas, take minutes, and follow up on action items from meetings.
    • Manage executive/company-wide and external meetings as requested.
    • Coordinate logistics for meetings, including venue arrangements and technical support.
    • Handle personal errands and tasks for the CEO, including managing personal appointments.
    • Coordinate personal events and activities as needed.
    • Coordinate high-profile events, such as board meetings, investor presentations, and major company announcements, requiring advanced planning and execution skills.
  • Offsite Planning and Logistics:
    • Coordinate offsite logistics, including scheduling, travel, venue selection, and accommodations (average 1x per quarter)
    • Help manage offsite vendor and attendee communications, including RSVPs, inquiries, and invoices
  • Travel Arrangements:
    • Organize complex travel itineraries, including flights, accommodations, and transportation.
    • Prepare travel-related documentation and expense reports.
  • Project Support:
    • Assist with special projects, research, and reports as needed.
    • Provide support for strategic initiatives and operational tasks.
  • Confidential Matters:
    • Manage sensitive and confidential information with discretion.
    • Ensure privacy and confidentiality in all dealings.
Requirements
  • Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and keep everything running smoothly.
  • Communication Skills: Excellent verbal and written communication is crucial. You'll need to interact with high-level executives, stakeholders, and staff, and handle sensitive information with discretion.
  • Problem-Solving Abilities: Quick thinking and resourcefulness to address unexpected issues or challenges that arise, often under tight deadlines.
  • Time Management: Efficiently manage your time and the CEO's time, balancing urgent tasks with long-term projects.
  • Technical Proficiency: Proficiency in office software (like Microsoft Office Suite or Google Workspace), and often other tools such as project management software and communication platforms.
  • Attention to Detail: Accuracy in tasks such as preparing reports, managing schedules, and handling data is essential to avoid errors.
  • Discretion and Confidentiality: Handling sensitive and confidential information with the utmost integrity and professionalism.
  • Interpersonal Skills: Building and maintaining relationships with various stakeholders, managing conflicts, and fostering a positive work environment.
  • Adaptability: Flexibility to handle a wide range of tasks and adapt to the CEO's evolving needs and priorities.
  • Strategic Thinking: Understanding the business's goals and aligning administrative support with those goals, often by anticipating needs and proactively addressing them.
  • Project Management: Skills in managing and tracking progress on various projects, sometimes including coordinating with other departments or external partners.
  • Event Planning: Organizing high-profile events, meetings, or travel arrangements, ensuring everything is well-coordinated and executed seamlessly.
About You
  • Tenacious: You are determined to succeed, and you are motivated by the success of customers, colleagues, and the community.
  • Curious: You are always learning and seeking ways to make things better.
  • Conscientious: You keep your promises, taking your commitments to others seriously, and you have strong integrity.
  • Humble: You lead with humility and empathy, respecting and learning from the perspectives of others.