Executive Assistant

4 months ago

Toronto, Canada Arcane Digital Marketing Full time

**Role Description**

This role will require you to be extremely tactful yet firm and to have a firm understanding of the CEO's strategy since you will in many instances be the point of contact with critical relationships, and the one making decisions on his behalf should he not be able to attend a meeting. Second, he is fast-paced and works on many simultaneous projects at once.

**Responsibilities**:

- Execute the tasks delegated to you, while communicating other tasks and projects to executive leaders
- Track, manage, and report the status of these different tasks and projects to the CEO on an ongoing basis
- Coordinate logistics for meetings, either virtually or when needed in person, including making arrangements for meeting rooms, technology setup
- Work with the CEO to prioritize important projects and ensure completion
- Provide monitoring and follow-through support on action items in progress
- Attend all meetings and take appropriate notes
- Capture action items and ensure all stakeholders complete their action items in the designated time
- Manage the CEO’s calendar, schedule meetings, and coordinate appointments to ensure his day is planned the day before
- Draft and review correspondence ensuring accuracy and professionalism
- Organize documents, maintain records, prepare reports, presentations, and other materials, as needed
- Act as a gatekeeper, filtering requests and managing access to the CEO
- Assist with special projects, research, and coordination

**Required Attitude**
- You are positive, optimistic, “Anything is possible” attitude
- You are proactive and resourceful - you take the initiative to ask, learn, and make things happen
- You are confident, intelligent, dedicated, and focused on making improvements and reaching out for new solutions
- You are an Excellent communicator and people notice your tact and professionalism
- You have meticulous attention to detail and are a detail-oriented planner - you look ahead and stay on top of things
- You have an ability to see “the big picture” while staying aligned with the CEO’s vision
- You naturally think in processes and checklists, and you go crazy when things aren’t finished
- You are personable, adaptable, energetic and fun to work with - you can switch gears quickly
- You are a patient, supporting and caring person
- You naturally optimize everything around you, with a desire to make things more efficient and less wasteful
- You believe that the job is done when the most important things you committed to get done in your day are done
- You are always anticipating what is next and what others need before they ask you

**Required Education**
- Bachelor’s degree in Business Administration, Management, or equivalent experience
- Minimum of 5 years of experience as an Executive Assistant, with an additional 2 years of experience managing projects
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency in project management and CRM softwares
- We will take experience over education any day. We will take a person with all the attitude traits above and less experience 100% of the time. #1 Attitude, #2 Experience and actually being able to do the job, #3 Education. However, education where you learn critical thinking is always a big plus. Or experience where you had to manage complicated projects with many stakeholders is a plus.

About Republix.

We are the next gen Growth Marketing Agency that helps brands and businesses reclaim their fearless attitude and ability to drive and accelerate growth. We exist to create extreme value and a hassle-free experience. Instead of investing time managing a multitude of agencies, each pushing its own agenda, we invite you to put the innovative structure of Republix to work.

We’ve redefined the agency model.

As an integrated group of agency “Citizens”, each with complementary strategic and tactical marketing expertise, we’re a single source for the best mix of solutions to evolve and drive performance and business growth. This unified collective allows the nuanced knowledge of a business to become fluid across every Citizen. With every discipline working as one, you will never have to onboard another agency again.

Republix is an equal opportunity employer and vows to make any necessary disability-related accommodations, upon request, throughout the entirety of the recruitment and employment experience.

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