Executive Assistant

3 weeks ago

Ottawa, Canada MultiCraft Full time

Title: Personal & Executive Assistant

As _Personal & Executive Assistant_, you will be assisting the Vice President and CEO with a broad variety of tasks and assignments, with a strong focus on travel arrangements. Your role within the company is to support the Executive Team, to provide the necessary tools, resources and information needed for them to make decisions, and to assist them in working efficiently and effectively in their roles with their respective teams. Your functions will include but are not limited to:

- Coordinating travel arrangements, for both business and personal purposes, for the Vice President and CEO.
- Coordinating the approval process, alongside the Vice President, for company travel.
- Reconciling of all expenses incurred by the Executive Team.
- Running errands as needed for the Executive Team as needed.
- Assisting with preparing, implementing and maintaining company policies and procedures.
- Organizing and maintaining files of a confidential nature.
- Providing executive level support to the Vice President, CEO, and their direct reports.
- Preparing correspondence, drafts, documents, spreadsheets and presentations for meetings and executive use.
- Coordinating executive meetings with outside stakeholders and vendors.

For the effective performance of your duties, you will be expected to possess the following:

- Quick learner with solid business instincts.
- Ability to work well with others and be an effective communicator.
- Exceptional computer skills in MS Office and Outlook.
- Exceptional skills when working with phone apps and websites. Must have a knack for technology and the use of apps for various requirements.
- Must possess strong skills in relation to planning travel online. This includes being effective at finding good rates for flights and hotels and the ability to problem solve to find the best solutions for last minute travel needs.
- Ability to problem solve and be an effective critical thinker.
- Ability to begin, manage and finish multiple projects simultaneously and be extremely organized.
- Proven ability to manage, organize and prioritize a heavy flow of information.
- Ability to work under pressure, be a true multi-tasker and have a good use of memory.

Additional information and benefits:

- This role is a hybrid of on-site and remote work (2-3 days per week working in the office is required).
- The nature of this work requires evening and/or weekend contribution, primarily relating to last minute travel or during periods when the Executive Team is traveling in other time zones.
- Our regular working hours are Monday to Friday from 9am to 5:30pm however, we are flexible with working hours for this role as this role does require on call and weekend availability for last minute requests.
- Company cellphone and laptop are provided for remote work.
- Salary: Starting at $60,000 annually (negotiable).
- Annual performance reviews conducted in December of each year with a salary increase and bonus.
- 10 paid personal days in addition to paid vacation.
- Health and dental benefits offered after 3 months.
- Company pension plan offered.

Prerequisites:

- Ability to communicate effectively in English, both written and verbal is required.
- Proficiency in the use of computer programs such as Microsoft Office (Excel, Outlook, Word).
- Previous experience providing Executive level support, in a similar role, is required.
- Ability to exercise patience and understanding in challenging and stressful situations will be essential for effective performance within this role.
- Ability to work overtime on evenings or weekends is required (generally evening or weekend hours are short in duration).
- Post-secondary education in an associated field. Flexibility is crucial in order to be successful in this role.
- Must be willing to sign a confidentiality agreement as it relates to the business and personal affairs of the Executive Team.
- Must be willing to run personal errands for the CEO.
- Valid driver's license and own transportation required. A corporate vehicle can be used from time to time.

**Job Types**: Full-time, Permanent

**Salary**: From $60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Dental care
- Discounted or free food
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Overtime
- Weekend availability

Work Location: Hybrid remote in Ottawa, ON K1B 1E3

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