Executive Assistant to CEO

6 days ago

Toronto, Canada AptPay Inc Full time

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

As an Executive Assistant, you will support the Chief Executive Officer and help us deliver a customer-focused payment experience. If you are a motivated individual who likes to contribute to the success of others, takes your work seriously but is also flexible in times of change and ambiguity, this just may be the opportunity for you. We are looking for someone who has the docility to learn our industry and take direction, but who is also creative and not afraid to provide suggestions on how to improve processes. If you are willing to participate in any opportunities presented and learn on the go, we are looking for you

This is a hybrid role (remote two days a week and in-office three days a week - Monday, Wednesday and Thursday).

**Responsibilities**:

- 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.
- Assist with special projects and events as assigned by the CEO.
- 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
- Accountable for upholding personal standards of appearance and demeanour, representing the organization and CEO in a good light
- Maintain office morale
- Oversee office inventory supplies in conjunction with annual budget allocations
- Serve as the point of contact during externally scheduled office maintenance for staff and outside contractors
- Uphold collective office responsibility for maintaining a clean and professional appearance of general office area and shared spaces; guide staff on standards
- Accountable for ensuring the office space of the CEO is ready to accommodate guests, clients, customers and employees. Oversees that office is presentable at all times
- Assists CEO in team building activities as required
- Maintains an upbeat attitude and inspires others to do the same
- Miscellaneous tasks as required

Other Information
- Willing, able and comfortable travelling using various means of everyday transportation (taxi, bus, streetcar) at a moment's notice when required.
- Due to the nature of the role, flexibility in scheduling may be required to respond to urgent requests from time to time.

**Skills / Highlights**
- Experience supporting C-suite level Executive.
- Formal educational credentials in business or office administration preferred or equivalent relevant experience
- Advanced proficiency in Microsoft Office, including Excel, Word, Outlook and PowerPoint
- Excellent communication skills, both written and verbal and able to streamline communication from staff to the executive
- Strong organizational and time management skills
- Ability to prioritize tasks and manage multiple projects simultaneously
- Experience with travel arrangements and scheduling
- Professional demeanor and appearance
- Must be proficient in social media platforms (LinkedIn, Twitter etc.)
- Make informed decisions around priorities and time
- Able to maintain a high level of integrity and discretion when dealing with confidential and sensitive information
- Self-starter that thrives on working independently
- Navigate and be adaptable to constant fluctuation in priorities and projects
- Take direction with ease, being flexible to present needs
- Intuitive and creative with the willingness to create new solutions from the ground up
- Willing to support the CEO with ongoing priorities and respond to requests at a moment’s notice when required
- Experience with running Payroll is an asset
- Banking Industry Experience is an asset

**Job Types**: Full-time, Fixed term contract
Contract length: 4 months

**Benefits**:

- Flexible schedule

Schedule:

- 8 hour shift
- Monday to Friday
- On call

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Toronto, ON M4W 3M5

Application deadline: 2024-05-03

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