Executive Assistant to CEO

This is a **Full-Time Executive Assistant **positionwith a **Business Development focus.**:
**COMPANY OVERVIEW**

Innovate By Day is a bilingual, certified woman-owned, values-led strategic marketing and digital content studio. Since 2010, we have specialized in serving the corporate, cultural, governmental, and not-for-profit industries, developing campaigns with impact. Working in French and English across North America, we are committed to elevating the profile of companies, organizations, creators, content and especially diverse voices. We approach each project with a focus on the story, always working collaboratively and creatively and delivering on time and within budget.

At Innovate By Day, we value camaraderie, collaboration, and innovation. By staying on top of trends in digital marketing and communications, prioritizing creativity, and developing trusted partnerships with our clients, we are known as the Storytellers that the Storytellers hire. We are agile in our approach and courageous in our execution, delivering results— while having fun in the process. We make great digital content for dynamic campaigns, guided by thoughtful strategic plans and are eager to add to our small but mighty workforce. As we continue to expand our team, we are seeking a proactive and resourceful Executive Assistant to join our team and provide dedicated support to our CEO.

**POSITION OVERVIEW**

As the Executive Assistant, you will hold a pivotal position reporting directly to the CEO. Your primary responsibility will be to provide essential support to the CEO in expanding our business opportunities, enhancing client engagement, monitoring communications, and driving growth. Integral to this role will be managing the CEO's calendar, coordinating meetings and events, conducting research and preparing materials for business development presentations. Additionally, you will undertake various administrative tasks to ensure seamless operations. This opportunity offers a dynamic environment where your contributions will significantly contribute to our strategic objectives and overall success.

**KEY RESPONSIBILITIES**
- **Networking Follow-Up**: Actively engage in follow-up activities after networking events, conferences, and meetings to foster relationships and explore potential business opportunities.
- **Calendar Management**: Maintain the CEO's calendar, schedule appointments, and coordinate meetings, ensuring efficient use of time and prioritization of key activities.
- **Business Development Support**: Proactively assist in competitive and organizational research and preparation of presentations, proposals, and other materials for business development meetings and pitches.
- **Bandwidth Management**: Regularly assess the CEO's bandwidth and priorities, proactively identify areas where support is needed and adjust schedules and commitments accordingly. This includes responding to and resolving scheduling conflicts and assessing matters of urgency in a self-directed manner to promote seamless workflow by working effectively with internal stakeholders.
- **Administrative Support**: Manage various administrative tasks, such as conducting research on tools or software, developing expense reports, making travel arrangements, managing documents, and supporting the team as required.
- **Office Tasks**: Coordinating and tracking who will be in the office, collecting mail, expense tracking, coordinating office maintenance, filing, and performing other minor office management tasks such as setting up spaces in the building for client meetings, events, and the like.
- **Project Coordination**: Collaborate with internal teams to facilitate cross-functional projects and initiatives, ensuring alignment with the CEO's goals and objectives.
- **Confidentiality and Discretion**: Maintain trust and integrity in all interactions and communications while handling sensitive information with the utmost confidentiality and discretion.
- **Note-taking**: Record detailed notes with action times and key takeaways during or after business meetings, networking events, webinars, conferences, etc., as required by the CEO.

**QUALIFICATIONS**
- Proven experience as an Executive Assistant or in a similar role, preferably supporting senior executives in a fast-paced environment.
- Strong communication skills, both written and verbal, with the ability to interact effectively with diverse stakeholders.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Experience using Canva to create proposals and other minor graphic design elements is an asset.
- Ability to adapt quickly to changing priorities, tight deadlines, and evolving situations in a fast-paced business environment.
- A strong attention to detail and a high level of accuracy in all work activities.
- Genuine interest in continuous learning and staying updated on industry trends, administrative best practices, and new technologi