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Executive Assistant/Chief of Staff

2 months ago

Toronto, Ontario, Canada Jumpfactor Marketing Full time
Job Description

Job Title: Executive Assistant/Chief of Staff

Company: Jumpfactor Marketing

Location: Toronto, Canada (Hybrid Remote)

Job Type: Full-time, Permanent

Overview

The Executive Assistant/Chief of Staff will be a key partner to our CEO, ensuring smooth execution of executive tasks, project management, and personal support. This role requires a highly organized and proactive individual with strong communication and problem-solving skills.

Responsibilities
  • Executive Support:
    • Provide one-on-one executive support to the CEO, including calendar management, email management, and personal assistant work.
    • Prepare and review documents, presentations, and reports for executive meetings.
    • Coordinate internal and external communications, ensuring timely responses and follow-ups.
    • Assist with personal matters for the CEO, delegating over time as the role grows.
  • Project / Operations Management:
    • Coordinate cross-functional teams to achieve project goals and objectives.
    • Conduct research and provide insights to support strategic decision-making.
    • Assist in developing and implementing company policies and procedures.
    • Manage internal and external events, including planning, logistics, and execution.
    • Support HR functions, including recruitment, onboarding, and employee engagement initiatives.
    • Act as a liaison between the executive team and internal/external 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 and logistical support for board meetings and other high-level events.
    • Draft and edit correspondence, communications, presentations, and other documents.
  • Meeting Management and KPI Monitoring:
    • Step in on behalf of senior executives for internal and external meetings as needed.
    • Ensure a consistent flow of KPIs and data for metrics across all levels of the company.
    • Oversee adherence to the Traction EOS operating system, ensuring L10 meeting formats are followed.
    • Identify and implement operational issues and suggest solutions.
  • Research, Vendor Coordination, and Legal Management:
    • Conduct research using calls, online searches, and networks to solve business challenges.
    • Leverage relationships and resourcefulness to identify solutions.
    • Source and manage vendors and consultants for business needs.
    • Manage vendor and consultant relationships and negotiations.
    • Coordinate with legal teams on contract reviews, revisions, and compliance.
    • Oversee all contract management, including handling redlines with lawyers.
Requirements
  • 3-5+ years of executive assistant experience, supporting CEOs.
  • Proven experience in project management and operations management.
  • Experience coordinating with lawyers and managing legal matters.
  • Experience working with senior executives and cross-functional teams.
  • Strong document preparation and review skills, including presentations and reports.
  • Knowledge of developing and implementing company policies and procedures.
  • Event planning and execution skills.
  • Knowledge and understanding of business investments.
  • Proficient in calendar management and email management.
  • Experience in handling personal matters for executives.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Comfortable coordinating and scheduling meetings for the CEO.
  • Residence in Toronto with a valid driver's license.
  • MBA or equivalent education is preferred.
Soft Skills
  • Constant follow-up and proactive approach to executive support.
  • Strong problem-solving and critical-thinking abilities.
  • High level of discretion and confidentiality.
  • Excellent time management and organizational skills.
  • Articulate, business-focused, and well-spoken.
  • Strong organizational and multitasking skills.
  • Excellent verbal and written communication skills.
What We Offer

Jumpfactor Marketing offers a dynamic and fast-paced work environment with opportunities for growth and development. As a key member of our team, you will have the chance to work with a talented group of professionals and contribute to the success of our company.