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Executive Assistant to the Managing Partner

4 months ago

Burlington, Canada Sky Sight Inc. Full time

Job Description:

Sky Sight Inc. is looking for a highly-polished individual to fill the position of Executive Assistant to the Managing Partner (Full-time, Permanent). The Executive Assistant (EA) to the Managing Partner provides comprehensive support, ensuring the Managing Partner can focus on strategic leadership. The EA is expected to have a deep understanding of the Managing Partner's schedule and priorities, to anticipate his needs and facilitate effective management of the Firm.


The EA will assist with various tasks as directed by the Managing Partner, including, but not limited to:

  • Maintaining and managing the Managing Partner’s calendar, including scheduling all appointments, meetings, and travel commitments, and alerting the Managing Partner to potential scheduling conflicts
  • Briefing and preparing the Managing Partner in advance of all internal and external appointments, meetings, and calls
  • Monitoring emails, messages, and phone calls, and directing communications, as appropriate
  • Assisting the Managing Partner in drafting project-specific proposals, service agreements, tenders, preparing detailed invoices and estimates using accounting and payment software
  • Assisting the Managing Partner in conducting both in-person and virtual meetings with professionalism, welcoming clients to the office, preparing the meeting room, slide deck, and taking meeting notes
  • Preparing and serving refreshments/coffee
  • Maintain a clean and presentable office environment (reception area and meeting room), occasionally handling supplies purchases, and organizing and filing documents
  • Act as the first point of contact with clients, representing the Firm in a professional and respectful manner, to assist the Managing Partner in cultivating strong client relationships


Qualifications:

Education: University degree or relevant combination of education and experience. Educational background in business administration, project management are especially useful.

Experience:

  • Experience in an administrative, sales, marketing, or project management role
  • Prior customer service or client relationship experience with industry leaders, key decision makers, and/or high net-worth individuals.
  • Experience with professional services (architecture, engineering, surveying, planning, design, etc.) in the AEC industry.

Skills:

  • Excellent computer and software literacy, including MS Office (Word, Excel, PowerPoint, Access), Adobe Acrobat, Adobe Creative Suite, and project management tools
  • Proven ability to exercise sound judgment, tact, diplomacy and handles confidential matters with discretion
  • Professional written and oral communication skills, handling phone calls, business meetings, and drafting email correspondence, editing proposals, etc.
  • Excellent organizational skills, strong attention to detail, thoroughness, and accuracy
  • Ability to handle high stress, manage multiple, sometimes competing priorities under deadline pressure


About Us:

Sky Sight Inc. is a firm providing integrated professional services for the AEC sector. Our dedicated team is committed to delivering comprehensive and sustainable solutions, with expertise spanning building design, geomatics, visualization, and strategic consulting. We have an exciting, fast-paced work environment and strive to promote a collaborative, team-first culture. We aim to give all our team members the opportunities to make meaningful contributions right from the start.


Compensation & Benefits:

  1. Salary Range: $50,000
  2. Heath, Dental, & Vision Benefits.
  3. Fun/team-building company events/activities.
  4. Be a part of a fast-growing innovative start-up with many professional growth opportunities.

‍

Location:

In-person at Sky Sight Inc.'s office located at 3325 Harvester Road, Unit 11, Burlington, Ontario, L7N 3N2.


Schedule:

  • Monday to Friday, 40 hours/week
  • Flexible working hours with availability to assist (i.e. respond to emails after regular hours), travel for conferences, etc.