Executive Assistant to CEO at Digital Agency

4 months ago

Kanata, Canada Arctic Leaf Inc. Full time

**Job Title**:CEO Assistant
**Reports to**: CEO

**Role Overview**

As EA to our CEO, you will be part of the company as a whole, but 100% focused on supporting, assisting, and shadowing. You will work for and report only to him.

Your main responsibility in this role will be to ensure that he has all the tools he needs in order to continue focusing on the growth and success of our organization. Our CEO is a big personality He’s enthusiastic and can sometimes be a handful. The person best suited for this position will be able to share his excitement and reign it in when necessary. At times, you must be able to counter his ideas and not be afraid to make a strong stand in your opinions

Enthusiasm, strong organizational skills, and personality will take you far in this role. The most important quality of all is trust. The person chosen for this role will essentially be given the “keys to the castle”, both literally and figuratively. You must possess a strong moral compass that allows you to be trusted with private and sensitive information. If you feel that you are the type of person described above, then you’re going to have a lot of fun in this position. Our CEO believes in working hard and playing hard, so we can assure you that your days will be filled with hard work and lots of laughs

This position is a full-time, salary position based in Ottawa, Canada.

While remote work will be available, this position requires that you come into a co-op office space to work side-by-side with the CEO at least 2 times per week.

**P.S.** Being a Habs fan is a huge plus :)

**Benefits & Perks**
- World-class training and resources.
- Company events, team dinners, and holiday parties.
- Arctic Leaf branded swag Mugs, shirts, masks, etc.
- The position includes PTO, which accrues over time and is made available after the successful completion of the 90-day probationary period.
- The position includes health benefits which are made available after 90 days.
- Company issued MacBook Pro, second monitor, keyboard, and mouse will be provided.
- Company issued iPhone and cell phone plan.
- Occasional travel to the US.
- Opportunity for further education and career advancement, including courses, conferences, and certifications.

**Responsibilities**

**Calendar Management**:

- Coordinate and manage CEO calendars, including scheduling appointments, meetings, and travel arrangements.
- Prioritize and ensure efficient use of CEO' time.
- Regularly update and maintain calendar entries, considering time zone differences and potential conflicts.
- Perform semesterly calendar audits to ensure CEO is spending majority of his time on high value, revenue generating tasks.

**Communication and Correspondence**:

- Draft, proofread, and edit correspondence, reports, and presentations as required.
- Respond promptly and professionally to inquiries on behalf of CEO.
- Funnel down information to other team members as required.

**Meeting Coordination**:

- Organize and prepare agendas, meeting materials, and presentations.
- Make sure talking points are filled out in Fellow prior to meeting.
- Schedule and coordinate internal and external meetings, ensuring all necessary participants are invited.
- Arrange meeting logistics, such as booking rooms, arranging video conferencing, and food/drinks if in person.

**Travel Arrangements**:

- Make travel arrangements, including booking flights and accommodations.
- Prepare travel itineraries and ensure CEO has all necessary travel documents.
- Provide ongoing support during travel, such as rebooking flights or handling unexpected changes.
- Some company expensed travel will be required in this position (running errands, conferences, leadership retreats).

**Information Management**:

- Maintain confidential files, records, and documents in an organized and secure manner.
- Retrieve and compile data, reports, and information as requested by CEO.
- Implement effective document management systems to ensure easy retrieval and storage of information.

**Relationship Management**:

- Build and maintain positive relationships with internal and external stakeholders, as well as clients and partners
- Liaise with other departments, CEO, clients, and vendors on behalf of the CEO.
- Act as a representative and maintain professionalism while dealing with stakeholders.

**Miscellaneous Tasks**:

- Assist with special projects, events, and presentations as required.
- Process and submit expense reports and invoices.
- Conduct research and gather information as needed.

**Communication and Collaboration**:

- Maintain open lines of communication with CEO, providing regular updates and seeking clarification when needed.
- Collaborate effectively with other EAs and colleagues to ensure seamless organizational support.

**Time Management and Prioritization**:

- Prioritize tasks based on urgency and importance.
- Proactively manage deadlines, ensuring timely completion of assignments.
- Communicate any

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