Executive Operations Manager

1 month ago

Greater Toronto Area, Canada Jumpfactor Marketing Full time

About JumpFactor Marketing:

JumpFactor is a recognized leader in the marketing sector, consistently ranked among the fastest-growing agencies in Canada.

Position Overview:

The Executive Operations Manager will act as a pivotal support figure for our CEO, ensuring effective management of executive responsibilities, project oversight, and personal assistance. The ideal candidate will possess 3-7 years of experience in a similar role, showcasing exceptional organizational, communication, and analytical skills.

This position demands a proactive and articulate individual, focused on business and investment strategies. Responsibilities will include liaising with legal professionals, managing executive schedules, organizing meetings, and executing various administrative tasks. The role serves as the primary contact for both internal and external communications, coordinating outreach efforts and managing special projects.

As you progress within the organization, there will be opportunities for advancement into higher-level management roles, allowing you to delegate assistant duties to junior staff and take on more strategic initiatives.

Core Values:

  • Strategic Thinking: We plan for the future and create pathways to success.
  • Passion: Our enthusiasm drives outstanding outcomes.
  • Tenacity: We tackle challenges with relentless determination.
  • Continuous Learning: Ongoing development fuels our innovation.
  • Team Collaboration: Together, we achieve greater results.
  • Integrity: Our actions are guided by honesty and ethical principles.

Qualifications:

  • 3-5+ years of experience as an executive assistant to senior leaders.
  • Demonstrated expertise in project and operations management.
  • Experience in coordinating with legal teams and managing legal affairs.
  • Proven ability to work with senior executives and cross-functional teams.
  • Strong skills in document preparation and review, including presentations and reports.
  • Knowledge of developing and implementing organizational policies and procedures.
  • Event planning and execution capabilities.
  • Understanding of business investments.
  • Proficient in managing calendars and emails.
  • Experience handling personal matters for executives.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to coordinate and schedule meetings for the CEO.
  • Preferred: MBA or equivalent educational background.

Soft Skills:

  • Proactive approach with consistent follow-up on executive support tasks.
  • Strong problem-solving and critical-thinking skills.
  • High level of discretion and confidentiality.
  • Excellent time management and organizational abilities.
  • Articulate, business-oriented, and eloquent.
  • Exceptional organizational and multitasking skills.
  • Outstanding verbal and written communication skills.
  • Highly driven and persistent.

Key Responsibilities:

Executive Support:

  • Provide dedicated support to the CEO, including calendar and email management, along with personal assistance.
  • Prepare and review documentation, presentations, and reports for executive meetings.
  • Facilitate internal and external communications, ensuring timely responses and follow-ups.
  • Assist with personal matters for the CEO, with delegation as the role evolves.

Project and Operations Management:

  • Coordinate cross-functional teams to meet project objectives.
  • Conduct research and provide insights to support strategic decisions.
  • Assist in developing and implementing organizational policies and procedures.
  • Manage internal and external events, including planning and logistics.
  • Support HR functions, including recruitment and employee engagement initiatives.
  • Act as a liaison between the executive team and stakeholders.

Strategic Initiatives:

  • Assist the CEO and executive team in identifying and executing strategic initiatives.
  • Monitor industry trends and conduct competitive analysis to inform business strategies.
  • Provide administrative support for board meetings and high-level events.
  • Draft and edit correspondence, communications, and other documents.

Meeting Management and KPI Monitoring:

  • Represent senior executives in internal and external meetings as needed.
  • Ensure consistent flow of KPIs and data across the organization.
  • Oversee adherence to operational systems and meeting formats.
  • Identify operational issues and propose solutions.

Research and Vendor Coordination:

  • Liaise with legal counsel, accounting, and other consultants.
  • Manage and review contracts, handling revisions as necessary.
  • Source and evaluate potential vendors and partners.

Next Steps: If you meet the qualifications and are interested in this opportunity, we encourage you to apply. Successful candidates will undergo a series of assessments to evaluate their potential.

Job Type: Full-time, Permanent, Hybrid (Mostly Remote)

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