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Assistant Chief of Staff

2 months ago

Toronto ON, Canada Jumpfactor Marketing Full time

JumpFactor is an Award-winning 7-time Growth 500 Fastest Growing Agency in Canada. We are currently looking for an experienced and highly organized Executive Assistant/Assistant Chief of Staff to support our CEO.

Role Overview:

The Executive Assistant/Assistant Chief of Staff will be a key partner to our CEO, ensuring smooth execution of executive tasks, project management, and personal support. The ideal candidate will have 3-7 years of experience in executive support, operations management, or a chief of staff role, demonstrating strong organizational, communication, and problem-solving skills.

The ideal candidate will be proactive and articulate, with a focus on business and investment strategies. Responsibilities include managing the CEO's calendar and communications, coordinating meetings and events, and overseeing special projects. You will act as a primary liaison for internal and external matters, support strategic initiatives, and handle administrative tasks.

In addition to executive support, you'll coordinate cross-functional teams, assist with policy development, and contribute to HR functions. The role involves monitoring KPIs, managing vendor relationships, and ensuring adherence to company systems.

As the role evolves and you grow within the company, you'll have the opportunity to advance into a Director/Chief level position, where you'll delegate executive assistant duties to a junior assistant, allowing you to take on more strategic responsibilities and mentor a team member.

Core Values:

  • Strategic : We think ahead and craft the path to success.
  • Passionate : Our enthusiasm drives exceptional results.
  • Tenacious : We overcome challenges with unwavering determination.
  • Keep Learning : Continuous growth powers our innovation.
  • Embrace Team: Together, we achieve more.
  • Integrity : Honesty and ethics guide our actions.

Qualifications :

  • 3-5+ years of executive assistant experience, supporting CEOs.
  • Proven experience in project management and operations management.
  • Experience coordinating with lawyers and managing legal matters.
  • Experience working with senior executives and cross-functional teams.
  • Strong document preparation and review skills, including presentations and reports.
  • Knowledge of developing and implementing company policies and procedures.
  • Event planning and execution skills.
  • Knowledge and understanding of business investments.
  • Proficient in calendar management and email management.
  • Experience in handling personal matters for executives.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Comfortable coordinating and scheduling meetings for the CEO.
  • Residence in Toronto with a valid driver's license.
  • MBA or equivalent education is preferred.

Soft Skills:

  • Constant follow-up and proactive approach to executive support.
  • Strong problem-solving and critical-thinking abilities.
  • High level of discretion and confidentiality.
  • Excellent time management and organizational skills.
  • Articulate, business-focused, and well-spoken.
  • Strong organizational and multitasking skills.
  • Excellent verbal and written communication skills.
  • Very driven and tenacious

Key Responsibilities:

Executive Support:

  • Provide one-on-one executive support to the CEO, including calendar management, email management, and personal assistant work.
  • Prepare and review documents, presentations, and reports for executive meetings.
  • Coordinate internal and external communications, ensuring timely responses and follow-ups.
  • Assist with personal matters for the CEO, delegating over time as the role grows.

Project / Operations Management:

  • Coordinate cross-functional teams to achieve project goals and objectives.
  • Conduct research and provide insights to support strategic decision-making.
  • Assist in developing and implementing company policies and procedures.
  • Manage internal and external events, including planning, logistics, and execution.
  • Support HR functions, including recruitment, onboarding, and employee engagement initiatives.
  • Act as a liaison between the executive team and internal/external stakeholders.

Strategic Initiatives:

  • Assist the CEO and executive team in identifying and executing strategic initiatives.
  • Monitor industry trends and conduct competitive analysis to inform business strategies.
  • Provide administrative and logistical support for board meetings and other high-level events.
  • Draft and edit correspondence, communications, presentations, and other documents.

Meeting Management and KPI Monitoring:

  • Step in on behalf of senior executives for internal and external meetings as needed.
  • Ensure a consistent flow of KPIs and data for metrics across all levels of the company.
  • Oversee adherence to the Traction EOS operating system, ensuring L10 meeting formats are followed.
  • Identify and implement operational issues and suggest solutions.

Research, Vendor Coordination, and Legal Management:

  • Conduct research using calls, online searches, and networks to solve business challenges.
  • Leverage relationships and resourcefulness to identify solutions.
  • Source and manage vendors and consultants for business needs.
  • Manage vendor and consultant relationships and negotiations.
  • Coordinate with legal teams on contract reviews, revisions, and compliance.
  • Oversee all contract management, including handling redlines with lawyers.

Next Steps: If you are excited about this opportunity and meet the qualifications, we invite you to apply. Successful candidates will undergo a series of assessments to further evaluate their potential.

Job Type: Full-time, Permanent, Hybird (Mostly Remote - Toronto)