Executive Assistant

3 months ago

Mississauga, Canada SOTI Inc. Full time

SOTI is committed to providing its employees with endless possibilities; learning new things, working with the latest technologies and making a difference in the world.

The Executive Assistant to the CEO (and other key Senior Leaders) plays a pivotal role in driving efficiency and productivity within the executive office of a fast-growing organization. This role is more than just administrative; it involves acting as a strategic partner to the CEO, managing high-priority initiatives, and ensuring smooth operations at the executive level.

The Executive Assistant will handle a wide range of responsibilities, including complex calendar management, strategic communications, project coordination, and acting as a liaison between internal and external stakeholders, all while ensuring the strictest of confidence.

Key Responsibilities:
1. Comprehensive Calendar and Schedule Management

o Manage complex calendars for senior leaders, ensuring efficient time management and prioritization of critical meetings.

o Proactively anticipate scheduling conflicts and propose alternative solutions while aligning with business priorities.

o Coordinate leadership meetings, cross-functional syncs, and strategic offsite events (on a global scale).

2. Executive Communication and Stakeholder Coordination

o Act as the primary point of contact for the executive leadership team (ELT) managing internal and external communications with professionalism and discretion, attention to detail while maintaining confidentiality.

o Draft and review executive correspondence, presentations, and reports, ensuring messaging aligns with company goals and branding requirements.

o Build strong relationships with key stakeholders across the organization to facilitate smooth communication and follow-up on strategic actions.

3. Project Coordination and Strategic Initiative Support

o Collaborate with the executive leadership team on high-priority projects, tracking progress, deadlines, and deliverables.

o Assist in the preparation of reports, data analysis, and research that informs decision-making and strategic planning.

o Drive cross-functional initiatives, ensuring alignment and timely execution across departments.

4. Operational Efficiency and Process Improvement

o Streamline administrative processes for the executive office, identifying opportunities to enhance efficiency and effectiveness.

o Implement tools and systems that improve communication, task management, and overall workflow.

o Lead the organization and management of executive documents, ensuring easy access to critical information.

5. Event Planning and Leadership Coordination

o Plan and execute leadership offsites, town halls, and other key company events, managing logistics, agendas, and follow-ups.

o Coordinate travel arrangements for the CEO (and other senior leaders as needed), optimizing itineraries for both domestic and international trips.

o Ensure seamless execution of events, aligning them with strategic objectives and company culture.

Qualifications:

- Bachelor’s degree in business administration, Communications, or a related field.
- 5 plus years of experience as an Executive Assistant (C Suite Experience Required) with experience supporting senior leadership in a high-growth or tech environment.
- Proven track record of managing complex schedules, multitasking, and adapting to shifting priorities.
- Exceptional communication skills, both written and verbal, with the ability to tailor messaging for different audiences.
- High level of professionalism, discretion, and confidentiality in handling sensitive matters.
- Strong project management and organizational skills, with the ability to manage multiple priorities simultaneously.
- Proficient in office productivity software (Microsoft Office Suite, Workday, Salesforce, BI and Click Up, Trello HubSpot etc. are considered Assets)
- Experience in the SaaS industry or supporting leadership in a high-growth tech company.
- Familiarity with project management methodologies and tools and experience leading and supporting large scale global events and meetings.
- Ability to anticipate the needs of executive leaders and act with initiative

LI-VA1
- We are committed to providing accessible employment practices that are in compliance with the requirements under the Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment process, please notify People & Culture at _
- ._
- Please note that SOTI does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Services Agreement with agency/recruiter, SOTI will not consider or agree to payment of any referral compensation or recruiter fee._

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