Assistant to the Office of the President

Found in: Talent CA C2 - 2 weeks ago

Oakville, Canada Guaranteed Funeral Deposits of Canada Full time

SUMMARY OF POSITION

The Assistant to the Office of the President & CEO will provide both high-level and administrative support to the President & CEO and will bring experience in handling a wide range of administrative and support-related tasks. The ideal candidate will thrive in a fast-paced, high-performance, and results-driven environment. The ability to simply ‘get things done’ under ambiguous, time-constrained, high-pressure circumstances are imperative. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with exceptional written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

 

Job Responsibilities:

Corporate Secretary

·       Plans and coordinates all logistical aspects of Board, leadership team, and company events (virtual, in-person, and offsites).

·       Arranges complex and detailed travel plans, itineraries, and agendas.

·       Takes notes/minutes in board, committee, and other meetings and completes internal follow-up for information and materials resulting from meeting action items.

·       Ensures proper filing of the corporate record and is owner of the recordkeeping of policies and minutes.

·       Acts as liaison with the Board of Directors, organizing quarterly meetings, hotel bookings, and travel.

 

Office of the President and CEO

·       Represents President & CEO by email and phone calls, and occasionally meetings with internal and external stakeholders.

·       Assists the President & CEO in keeping on top of key initiatives and assisting executives with deadlines.

·       Oversees the President & CEO's personal CRM, providing considerate recommendations for gifts, note cards, and staying updated on other celebratory occasions within their extensive professional network and team.

·       Responsible to attend meetings with the President & CEO and provide an overall picture of productivity to executives and stakeholders, and transmit the information as required.

·       Conserves the CEO’s time by reading, researching, collecting, and analyzing data as needed for meetings and events in advance.

·       Drafts letters, emails, reports, and other correspondence on behalf of the President & CEO.

·       Fosters collaboration by building solid relationships with internal and external stakeholders on behalf of the CEO, ensuring prompt follow-ups to streamline decision-making.

·       Acts as both "gatekeeper" and "gateway" while managing a complex, active calendar, including proactive anticipation of schedule conflicts.

·       Completes all ad hoc projects as needed and ensures a smooth transition when handing them off.

·       Acts as a "barometer," having a sense of the issues taking place in the environment.

·       Demonstrates independence, good judgment, and practical problem-solving skills when making decisions, taking action, or working with others.

·       Confidently and discretely works with confidential and high-priority information.

·       Reviews and submits expense reports.

·       Maintains accurate confidential files and data records.

Requirements

This role may be for you if you are:

·       A strategic thinker: explores various avenues and solutions to tackle challenges.

·       A proficient communicator: clear, concise, and professional in your interactions.

·       Exceptional at time management: skilled at prioritizing tasks, maintaining focus, and organizing your workload efficiently.

·       Service-oriented and committed to exceeding expectations.

·       Proactive and skilled at anticipating needs before they arise.

·       Open to giving and receiving direct feedback: able to articulate needs, questions, and goals clearly and succinctly, and comfortable seeking clarification or guidance to ensure accurate execution of tasks, scheduling, and meeting arrangements.

·       Adaptable: capable of quickly adjusting to changing priorities while keeping track of all moving parts.

·       Independent: capable of working autonomously with sound judgment.

·       Resilient: adept at handling challenges and adapting effectively to changes.

·       Possess excellent interpersonal skills: high emotional intelligence, actively listens, collaborative, maintains a positive attitude, and shows respect towards others.

 

Qualifications:

 

·       5+ years of experience across diverse industries.

·       Bachelor’s degree or higher.

·       Advanced proficiency in standard technologies such as the MS Office suite, Google suite, Notion, and Slack.

·       Background in technology, hospitality, financial services startups, or similar fields.

·       Demonstrated experience as an Executive Assistant supporting C-level executives.

Benefits

GFD offers a comprehensive benefits package to our full-time employees, which includes:

·       Competitive base salary

·       Comprehensive benefits plan covering medical, dental, vision care, paramedical services, life insurance, and disability coverage

·       Generous RRSP matching plan

·       Vacation plan based on years of service

·       Best-in-class Employee Assistance Program

·       Hybrid work structure allowing for 2 days in the office and 3 days working from home

·       Strong commitment to learning and development for all employees

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