Executive Assistant/ Personal Assistant to The CEO

7 months ago

Toronto, Canada AptPay Inc Full time

**Position Title: Executive Assistant/ Personal Assistant to the CEO**

This is a position with a great variety of tasks where every day is a bit different and new While you will be handling tasks that are administrative in nature and keeping our CEO and his calendar organized, there will also be many tasks which are hands-on, roll-up-your sleeves - the type that fit into a category of “anything and everything in a day’s work”. This means you could potentially be a salesperson, marketing assistant, travel agent, customer service representative, or many other things all in one day Due to the nature of the role, flexibility in scheduling may be required to respond to urgent requests from time to time. You can expect to do anything and everything that can save the time of the CEO.

If you have a mindset that no task is too small or too big for you to do, don’t think of tasks as “not my area”, but rather “why not?”, and have a key willingness to expand your skillset, this might just be the position of you. You should enjoy working in a flat organizational structure with a small team within a more unstructured office environment. A sense of tasteful humour and the ability to deal with ambiguity is a must.

Note: This is a hybrid role - three days in the office (Monday, Wednesday and Thursday), and two days working remotely (Tuesday and Friday).

This position is currently a temporary position for six months. There is the possibility of extension - contingent on business requirements.

Please include a resume. A cover letter is optional.

**Responsibilities**:
Aside from the duties and responsibilities of a great EA:

- Scheduling and coordinating calendar, creating priorities with the collaboration, and on behalf of the CEO
- 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.
- 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

You will also look after the Miscellaneous tasks which could include, but are not limited to:

- Special projects and events as assigned by the CEO
- Organizing meetings and events
- Team building
- Housekeeper, coffee barista and custodian (you make sure the office is always presentable and it shines bright But you also make sure others keep it so too)
- Office greeter
- Getting quotes for purchases
- Shopping for things such as office inventory supplies within annual budget allocations
- Acting as the friendly point of contact during externally scheduled office maintenance and checking on their progress
- Travel booking
- Traveling with the CEO to new and exciting places of business opportunities and making sure the networked connections continue to blossom after you return
- When required, comfortable being “on call” to respond to the CEO’s business needs after business hours (such as supporting meetings and presentations), including supporting during various time zones when travelling
- Scanning, photocopying, faxing, mailing
- Sorting and filing out papers
- Finding something in a stack of storage boxes or in the office
- Setting up the Christmas tree/ office decorations
- Assisting other employees on some days as requested by the CEO
- Anything else to help the CEO manage his day-to-day calendar

**Requirements**:
Demeanour
- Comfortable going beyond desk work and into hands-on work related to any department or task
- A professional yet upbeat personality and ability to “roll with the punches”
- High emotional intelligence and an ability to work with multiple personalities
- Patience when handling adversity
- A “can do” attitude where no task is too small or too big or too challenging
- Able to maintain professionalism and confidentiality at all times
- Ability to juggle many tasks and tolerate interruptions including adapting to last-minute changes and constant fluctuation in priorities and projects
- Self-starter who thrives on working independently
- Enjoys working in a flat organizational structure with a small team within a more unstructured office environment (e.g. appropriate casual dress, sits with everyone in an open layout office, adaptable

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