Executive Assistant

3 weeks ago

Toronto, Canada Point Blank Creative Full time

**WHO WE ARE**

Founded in 2009, Point Blank Creative is a national full-service agency working to unleash the power of progressive movements by bringing together best practices in traditional advertising, digital, and community organizing. We work with movements and causes we care about, with a particular focus on the labour movement, electoral politics, health care, and issues of economic, social, and environmental justice.

Our team is an incredible group of progressives who have all chosen to work at Point Blank for the same reason it was founded: to help progressive organizations build effective tools, winning campaigns, and game-changing movements. We’re proud to say that our 50+ staff hail from 8+ countries, speak 6+ languages, 64% are women, non-binary or gender non-conforming —and we have BIPOC & 2SLGBTQIA+ across the agency.

We work and live on the unceded territory of the Algonquin Anishinaabe and Coast Salish peoples, as well as the Coast Salish territory of the Lək̓ʷəŋən (Lekwungen)/Songhees, Esquimalt, WSÁNEĆ Nations, including the territories of the xʷməθkʷəy̓əm (Musqueam), Stó:lō, səl̓ílwətaʔɬ (Tsleil-Waututh), Sḵwx̱wú7mesh (Squamish) Nations; in Treaty 6 territory, the traditional meeting ground and home for many Indigenous peoples, including Plains and Woodland Cree, Assiniboine, Saulteaux, Niitsitapi (Blackfoot), Métis, and Nakota Sioux peoples; in Treaty 13, the traditional territory of many nations including the Mississaugas of the Credit, the Anishinabewaki ᐊᓂᔑᓈᐯᐗᑭ, the Chippewa, the Haudenosaunee and Huron-Wendat peoples, this land is also home to many diverse Indigenous, Inuit and Métis peoples.

***

You will work hand-in-hand with two whip-smart, kind, and incredibly hard working individuals: Natasha Wilson (she/her), Chief Strategy Officer, and Ash Arden (she/her), CEO. You’ll support their work overseeing everything we do at Point Blank, as well as assisting with internal company operations and administration.

Here’s a bit more about them:
Ash has been with Point Blank for more than seven years, directing most of our major campaigns and overseeing and growing the business. Ash brings world-class public narrative, stakeholder management, and community organizing capabilities gleaned from her work as a teaching fellow at Harvard with Marshall Ganz, the legendary organizer behind Barack Obama’s winning 2008 campaign, and Hoggan and Associates, an award-winning crisis management and stakeholder engagement firm.

**WHAT YOU DO**
- Coordinate the CSO & CEO’s daily and weekly schedules, keeping them abreast of changes and conflicts
- Provide work planning and task management support
- Schedule and manage all meeting logistics, which might include:

- Efficiently finding the appropriate time, meeting length, and participant list
- Drafting an agenda
- Taking high-quality notes
- Establishing the proper channel of communication and making sure it functions properly (private call, conference call, video call, etc.)
- When appropriate, recording and getting meetings transcribed
- Attend meetings in their stead and take clear notes and communicate outcomes, as necessary
- Monitor, manage and prioritize electronic communication on their behalf, especially during periodic unavailability
- Draft and proofread a wide variety of documents
- Do background research and prepare briefings on a wide variety of topics (issues, people, organizations, grants, programs)
- Make travel and accommodation arrangements for the CSO, CEO and other members of the company (International and Domestic)
- Collect, organize, and submit receipts and expense reports
- Board of Directors coordination, including:

- Scheduling regular quarterly board meetings
- Preparing meeting agendas
- Attending meetings and taking minutes
- Ensuring necessary documents are filed and maintained
- Annual & quarterly strategic planning support and coordination, including helping to create and maintain performance dashboards and track metrics to measure our progress against key business objectives
- Support with other company administration tasks, including coordinating contracts with external vendors, procurement support (e.g. company assets, employee/client gifts), accounts payable support, asset management, and data entry and documentation
- Take on special projects and other duties as required

**Requirements**:
**WHO YOU ARE**
- A highly organized and detail-oriented individual. You take pride in being the most organized person in the room. Small details can’t sneak past you.
- A master of proactive calendar management. You’ve worked with busy schedules and know how to be efficient in maximizing people’s time.
- Empathetic and emotionally intelligent. You know how to navigate complex dynamics with tact and discretion.
- A problem solver and cool under pressure. You see curve balls as a challenge to conquer, not a point of stress.
- Ability to adapt to changing needs of t

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