Executive Assistant to CEO

4 weeks ago

Halifax, Canada Swept Technologies Full time

**What we do**

We are the leading field management software platform for the commercial cleaning industry. We connect SMB cleaning companies with their front-line staff (cleaners) and clients to increase the quality of the cleaning service and the retention of employees and customers.

**Our industry**

In our industry, we are recognized for leading the conversation around building stronger cleaning companies and raising the profile of the Janitorial industry. Our software solves real industry pain points and puts people first. We are focused on how to simplify Janitorial operations so business owners can focus on growth.

**Our Impact**

Swept’s customers retain their clients 91% better than the industry average, and in an industry with employee turnover ranging from 100-400% annually, our clients have only 39% annual employee turnover.

This is how we fastrack our clients to profitability.
- “I didn’t think it was possible to find a piece of software that is this laser-focused and specifically designed for my company. One of the best moments using Swept was when my staff connected the dots and started getting excited. They had the realization that this can work and was going to save them an immense amount of time. It was a game-changer.” - Jason - Inside Out Cleaning_

**Role**

The Executive Assistant is a mission critical role in our business. Responsible for providing comprehensive support to the CEO and Executive Team and supporting Swept’s operations, and remote team management. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. You are highly proficient with core systems in our tech stack and are a quick, curious and eager learner.

**What you’ll do**
- Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Serve as the primary point of contact for internal and external customers on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgement to reflect the CEO’s style and Swept policy.
- Work closely with the Executive Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Main point of contact for contractors, liaising with the executive team to schedule meetings and manage ongoing relationships
- End to end vendor contract management
- Documentation and tracking of internal standard operating procedures
- Research grant availability, manage grant funded projects and submit claims
- Support employee onboarding and onboarding in Swept core systems
- Admin on core systems and main Swept accounts
- Conduct research and prepare reports, presentations, and other documents as required.
- Handle confidential and sensitive information with discretion and professionalism
- Prioritize and manage multiple tasks and deadlines efficiently.
- Maintain a thorough understanding of our company's products, services, and industry trends.
- Complete a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead the organization, including assisting with special projects; making travel arrangements, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; and completing expense and mileage reports.
- Maintain open communications with the Swept team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
- Assist in inventory management to include computer equipment and swag.
- Provide event management support as requested.
- Weekly mail processing from our PO Box and deliver relevant documents to our CEO or load into our cloud.

**Requirements**:

- Proven experience as an Executive Assistant or similar role, preferably in a fast-paced SaaS or technology-driven company.
- Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
- Exceptional communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
- Demonstrated ability to manage cross-functional projects and coordinate teams to achieve objectives.
- Proficiency in using productivity tools such as MS Office, project management software, and collaboration platforms.
- High level of discretion and ability to handle confidential information.
- Proactive and resourceful problem-solving skills.
- Flexibility and ada

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