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Executive Assistant to The CEO

3 weeks ago

Kingston, Canada EZ STAK Full time

**Overview**:
**Functional Accountabilities**
- Inbox management - triage, organize, facilitate responses
- Task management and action item logging, inclusive of note taking and dictation
- Calendar management, inclusive of meeting scheduling
- Travel arrangements - bookings, itineraries, expense reimbursement
- Professional and personal correspondence drafting
- Professional reports and presentation preparation
- Personal errands and ad hoc tasks as required
- Facilitate CEO approvals on a variety of tasks and activities
- Overall administration - reminders, appointment bookings, document filing
- Act as a point of contact for EZ STAK inbound calls
- Support EZ STAK’s Steering Committee with administrative matters as required
- Meeting logistics - CEO, board, Steering Committee, company wide
- Catering/food for various events
- Ensure CEO’s day to day runs smoothly in all aspects to support focus and efficiency for EZ STAK

**Key Competencies - Skills, Qualifications, Experience**
- 3 + years of experience successfully supporting senior leaders or executives in an entrepreneurial or professional office environment (i.e. law, medical or accounting office) in both personal and business matters
- Degree or diploma in Office/Business Administration/Management is considered an asset
- **Confidentiality**:The CEO’s personal and professional matters must be handled with absolute discretion. Maintaining trust is key.
- **Proactivity**:Operates with a solution focused mindset and “get it done” attitude, approaching challenges with openness and capability for resolution and needs anticipation.
- **Organizational Skills**: Ability to manage schedules, handle multiple tasks, and keep track of important deadlines. This includes proficiency with calendar management, project management tools, and maintaining orderly records.
- **Tech Savvy**: Proficiency with various software and platforms - Office Suite, Teams, AI, Metronymics Growth Systems.
- **Time Management**: Effective prioritization of tasks and managing time efficiently to meet deadlines and handle a dynamic workload.
- **Customer Service**: Skills in providing excellent customer support, addressing client queries, and ensuring positive client experience.
- **Adaptability**: Ability to quickly adapt to changes, whether it's new tools, shifting priorities, or evolving business needs.
- **Problem-Solving Skills**: Capability to handle unexpected issues and find solutions proactively.
- **Self-starter/Initiative**:Takes initiative, ability to work independently with mínimal supervision, proactive to find solutions and solve problems. Resourceful and anticipates needs.
- **Attention to Detail**: Precision in handling tasks like data entry, scheduling, and ensuring that all details are accurate and up to date.
- **Lifelong Learner**: smart, curious and willing and open to learning new skills, tools that help to become higher quality and more efficient with all tasks.

**Metrics**
- **Administrative Support/Task Management -**95% of daily required tasks completed, error free
- **Calendar Management -**0 missed meetings/appointments, scheduling conflicts or unplanned changes due to oversight or missed entries/bookings

**EZ STAK Values**
- **Integrity**:We always do what’s right.
- **Respect**:We believe people and property matter.
- **Teamwork**:We pull together to win.
- **Optimism**:We persevere with enthusiasm.
- **Curiosity**:We are hungry to learn, improve and succeed.
- Join our team as an Executive Assistant to the CEO, where you will play a vital role in supporting our leadership while contributing to the overall success of our organization._

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

Pay: $65,000.00-$70,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care

Ability to commute/relocate:

- Kingston, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Executive Assistance: 3 years (required)
- Calendar management: 3 years (required)
- Inbox management: 2 years (preferred)

Work Location: In person