Executive Assistant

**About Us**:
Ginger Desk, a virtual assistant company for health practitioners and a diverse and inclusive workplace, is seeking an Executive Assistant to be the right hand of our CEO. In this pivotal role, you will provide essential support to our CEO, helping manage the administrative needs of our growing organization. As we continue to scale Ginger Desk, your expertise will be crucial for maintaining smooth operations in our fast-paced startup environment. Beyond your organizational wizardry, you'll be a vital member of our dynamic team, ensuring we stay on course to achieve our goals.

**Reports to: CEO**

**Hours**: Full-time (40 hours a week)

**Work Mode**: Hybrid

**Responsibilities**:
**Comprehensive Calendar Management**:

- Take ownership of the CEO's calendar, ensuring it is organized and optimized for maximum efficiency. This includes scheduling, rescheduling, and proactively resolving conflicts to accommodate the CEO's priorities.

**Strategic Travel Coordination**:

- Plan, coordinate, and manage all aspects of the CEO's travel, whether it's booking flights, securing accommodations, or creating detailed itineraries. Stay vigilant about changes and adapt travel plans as necessary.

**Meeting Facilitation**:

- Play an integral role in meetings by preparing agendas, attending sessions, and taking precise meeting minutes. Ensure that action items are followed up and that key decisions are communicated to relevant parties.

**Task and Project Oversight**:

- Collaborate with the CEO to create task lists, prioritize projects, and monitor progress. Help delegate tasks to the appropriate team members, tracking completion and offering timely reminders.

**Document Control**:

- Keep documents organized and accessible, maintaining confidentiality and data integrity.

**Gatekeeping Expertise**:

- Skillfully screen and manage incoming communications, visitors, and requests, ensuring that the CEO's time and attention are directed toward high-priority matters. Make informed decisions about access and escalation.

**Event Coordination Proficiency**:

- Take charge of organizing various events, from board meetings to company meet-ups. This involves venue selection, catering, guest lists, and managing logistics to create successful and memorable occasions.

**Stakeholder Relations**:

- Act as a key interface between the CEO and internal and external stakeholders. Develop and maintain relationships with key contacts, helping to foster collaboration and partnerships.

**Personal Support and Time Management**:

- Assist the CEO in managing personal commitments, appointments, and tasks. Provide personal support in managing the CEO's work-life balance and ensuring that personal and professional commitments align effectively.

**Continuous Improvement**:

- Identify and implement process improvements that enhance the efficiency of the CEO's workflow, recommending and implementing new tools and technologies as needed.

**Emergency Response**:

- Be prepared to handle urgent matters or unexpected challenges, serving as a reliable resource for the CEO in times of crisis or pressing situations.

**Skills we are looking for**:

- Problem solver and strategic thinker.
- Proactive and results-driven.
- Well-organized with a keen eye for detail.
- Thrives in a virtual environment.
- Excellent data processing skills and typing speed.
- Excel and/or Google Spreadsheet generation and analysis skills
- Strong communication skills.
- Ability to work well independently and with a team.
- Highly flexible and adaptable when faced with ambiguity.
- Thrives in a fast-paced environment.
- Balances autonomy and collaboration.
- Committed to seeking the best (not necessarily the easiest) solutions.

**Requirements**:

- Minimum 3 years of work experience as an Executive Assistant in a fast-paced environment.
- Proficient in Google Workspace and other common office software.
- Outstanding organizational and time management skills.
- Access to a personal vehicle for local use (non-negotiable) in the Lower Mainland, BC area
- Residing in or near North Vancouver is highly desirable due to frequent local travel.

**Location**: North Vancouver

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

**Ginger Desk is a diverse, inclusive, and equitable workplace** where all employees, community members, practitioners, patients, and clients, whatever their gender, race, ethnicity, national origin, age, sexual orientation, identity, education, or disability, feel valued, respected, safe, and welcome. We are committed to a nondiscriminatory approach. We welcome applicants from diverse backgrounds and with diverse abilities.

**Salary**: $50,000.00-$70,000.00 per year