Executive Assistant to the CEO

Term: 4-month contract, May 2024 – August 2024 with the possibility of extension.

Payment: $37,440 / year ($18.00/ hour)

Location: Toronto, hybrid (Monday, Wednesday and Thursday in the office; Tuesday and Friday working remotely)

Application Instructions:Please submit your resume and cover letter to hr@aptpay.com

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to our CEO. The ideal candidate will have exceptional communication skills, be proficient in various office software, and possess a strong ability to multitask and prioritize responsibilities.

As an Executive Assistant, you will support the Chief Executive Officer and help us deliver a customer-focused payment experience. If you are a motivated individual who likes to contribute to the success of others, takes your work seriously but is also flexible in times of change and ambiguity, this just may be the opportunity for you. We are looking for someone who has the docility to learn our industry and take direction, but who is also creative and not afraid to provide suggestions on how to improve processes. If you are willing to participate in any opportunities presented and learn on the go, we are looking for you

This is a hybrid role (remote two days a week and in-office three days a week – Monday, Wednesday and Thursday).

About Us

Apt Pay Inc is a payment service provider that provides financial services in North America. We work tirelessly to meet the needs of clients by enabling faster payouts on a more secure ecosystem via a simple integration.

We currently service the following countries: the United States and Canada.

Our customers span a variety of different industries. Apt Pay provides financial services to the following market segments: Business-to-Business, Business-to-Consumer, Government-to-Business, and Government-to-Citizen. This includes, but is not limited to, the following industries: Retail, Education, Technology, Software, Investment, Transport, Finance, Information Technology, Financial Services, Business Administration, Gambling, Loan, Insurance, and Healthcare.

AptPay’s suite of payment services includes Electronic Funds Transfers (EFT), Direct Deposit, Direct Debit, Automated Clearing House (ACH), Instant payment, Interac e-Transfer, Remittance, Payment Processor, Payment Gateway, and Prepaid Debit Cards.

Our Location

We have offices in Toronto, ON, Canada and have a growing international team. Just like the service we provide; our location is a key point of connection between people and business. You’ll find our office at the core of downtown Toronto’s Bloor-Yorkville neighbourhood, at the heart of the busiest transfer point on Toronto’s subway line.

AptPay would not exist without our dedicated team. They are the true engine powering what we do.

As of 2024, Apt Pay has grown to just under 20 employees and a dedicated network of service providers who support our work and team 24/7. Our team consists of a variety of unique and integrated specialists: from Marketing, Sales, Compliance, Development, Customer Service, Human Resources, Project Management and all areas in between, our team has years of collective expertise to help make our client’s journey a success.

Our team is as diverse as they are talented. Our backgrounds represent multiple cultures, generations and languages.

What defines our workplace:

We work together in an environment of respect that is free of harassment, discrimination and violence.

Every member of the team counts and is valued for who they are. Our team is welcome to make suggestions and take an active role in improvements.

AptPay’s team uses their creativity and talent to invent new solutions, meet new demands, and offer the most effective services/products in the industry every day.

Plus…our office is filled with natural light and we have coffee available on the spot

AptPay Inc. is committed to providing accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Applicants are asked to make accommodation requests known to AptPay Inc. athr@aptpay.comand we will make every effort to ensure that accommodation requests are met throughout the recruitment process.

Responsibilities

As a key member of the team, you will be responsible for:

Responsibilities:

• Act as the first point of contact for the CEO, screening and directing calls and emails as necessary.
• Scheduling and coordinating calendar, creating priorities with the collaboration, and on behalf of the CEO
• Everyday management of CEO tasks and follow-ups, inclusive of organizing data and emails
• Be the liaison between staff and CEO, assist in office communications and overall messaging
• Proactively identify opportunities to improve processes and procedures to increase efficiency.
• Assist with special projects and events as assigned by the CEO.
• Maintain confidentiality of sensitive information and documents
• Strategize the use of social media to create and maintain the CEO’s brand and presence across various platforms
• Maintain a unified voice between the individual and organization’s social media platforms ensuring they are up-to-date and convey the mission and culture of the organization
• Respond to queries through our various social networks
• Create and participate in campaigns to generate sales and business leads through social media, conference events etc.
• Correspond with key stakeholders for internal and external needs, including customers
• Financial reporting, budgeting and reconciliation where needed
• Serve as the secretary to meetings with the responsibility of minute-taking where needed
• Gatekeeper of business and organization information
• Accountable for upholding personal standards of appearance and demeanour, representing the organization and CEO in a good light
• Maintain office morale
• Oversee office inventory supplies in conjunction with annual budget allocations
• Serve as the point of contact during externally scheduled office maintenance for staff and outside contractors
• Uphold collective office responsibility for maintaining a clean and professional appearance of general office area and shared spaces; guide staff on standards
• Accountable for ensuring the office space of the CEO is ready to accommodate guests, clients, customers and employees. Oversees that office is presentable at all times
• Assists CEO in team building activities as required
• Maintains an upbeat attitude and inspires others to do the same
• Miscellaneous tasks as required

Other Information

• Willing, able and comfortable travelling using various means of everyday transportation (taxi, bus, streetcar) at a moment’s notice when required.
• Due to the nature of the role, flexibility in scheduling may be required to respond to urgent requests from time to time.

Skills / Highlights

• Experience supporting C-suite level Executive.
• Formal educational credentials in business or office administration preferred or equivalent relevant experience
• Advanced proficiency in Microsoft Office, including Excel, Word, Outlook and PowerPoint
• Excellent communication skills, both written and verbal and able to streamline communication from staff to the executive
• Strong organizational and time management skills
• Ability to prioritize tasks and manage multiple projects simultaneously
• Experience with travel arrangements and scheduling
• Professional demeanor and appearance
• Must be proficient in social media platforms (LinkedIn, Twitter etc.)
• Make informed decisions around priorities and time
• Able to maintain a high level of integrity and discretion when dealing with confidential and sensitive information
• Self-starter that thrives on working independently
• Navigate and be adaptable to constant fluctuation in priorities and projects
• Take direction with ease, being flexible to present needs
• Intuitive and creative with the willingness to create new solutions from the ground up
• Willing to support the CEO with ongoing priorities and respond to requests at a moment’s notice when required
• Experience with running Payroll is an asset
• Banking Industry Experience is an asset