Executive Assistant

5 days ago

Halifax, Canada ClearDynamic Inc Full time

**Job Title**:Executive Assistant

**Reporting to**:CEO

**Overview**:
ClearDynamic is seeking a skilled and motivated Executive Assistant to provide high-level support to the CEO while coordinating daily activities, managing time, and facilitating communication across multiple businesses. This role is vital for ensuring a seamless workflow, maintaining confidentiality, and delivering organizational support across a range of tasks in a fast-paced environment.

**Key Responsibilities**:
Calendar & Schedule Management
- Proactively manage the CEO’s calendar, scheduling meetings, events, and appointments with flexibility for last-minute changes.
- Arrange travel logistics, including flights, accommodations, and ground transportation, optimizing for both time and cost.
- Act as a gatekeeper to prioritize the CEO’s time effectively.

Communication & Correspondence
- Draft, review, and manage correspondence on behalf of the CEO, maintaining a high standard of professionalism and accuracy.
- Act as the primary contact for incoming queries, ensuring timely and clear communication with stakeholders.
- Prepare and proofread documents, presentations, and reports to ensure quality and clarity.

Meeting Preparation & Coordination
- Prepare agendas, materials, and follow-up actions for meetings to ensure efficient execution and clear documentation.
- Take minutes and monitor action items for timely follow-through.

Project Coordination
- Support the CEO with high-level project management, including tracking deadlines and milestones.
- Collaborate with internal teams and external partners to align project objectives and expectations.

Confidentiality & Discretion
- Maintain confidentiality and discretion on all matters concerning the CEO and organization.
- Handle sensitive information in compliance with company policies and standards.

Proactive Support
- Anticipate the needs of the CEO, addressing challenges and proposing improvements to streamline workflow.
- Remain adaptable to a dynamic work environment with evolving priorities.

Office & Resource Management
- Oversee the CEO’s office operations, ensuring all supplies, documents, and resources are organized and accessible.
- Maintain a systematic filing system for both digital and physical documents.

**Qualifications**:

- Proven experience (1 year or more) as an Executive Assistant or in a similar role, ideally supporting C-suite executives.
- Exceptional written and verbal communication skills, with keen attention to detail.
- High level of discretion, trustworthiness, and confidentiality.
- Ability to work independently with a proactive, solutions-focused approach.
- Strong organizational and time-management skills, capable of prioritizing multiple tasks effectively.
- Adaptable and flexible, with readiness to pivot priorities and embrace evolving responsibilities in a dynamic work environment.
- Proficiency in MS Office and Google Workspace; familiarity with project management tools is a plus.

**Why Work Here**:

- Join a fast-paced, supportive environment dedicated to innovation.
- Opportunities for professional development and career growth.
- We offer a comprehensive benefits package and an Incentive Stock Options Plan (ISOP).

Pay: From $55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Stock options
- Vision care

Schedule:

- Monday to Friday

**Location**:

- Halifax, NS (preferred)

Work Location: In person

Application deadline: 2024-11-06

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