Executive Assistant

Description

Type: Full Time / Permanent

Compensation: Competitive compensation package including health benefits plan and paid vacation

We are looking to hire an organized, resourceful, proactive and experienced Executive Assistant to provide support to 2 Senior Executives and their family on both business and personal matters. This position requires prior experience providing support to senior executives, superior organizational skills, and exceptional attention to detail. The ideal candidate is experienced in handling a wide range of support functions, can handle working under deadlines, and thrives in a dynamic and fast-paced environment. We are searching for an Executive Assistant who is self motivated (take-charge attitude), highly professional, trustworthy, and understands that confidentiality and discretion are essential in this role.

Responsibilities

Professional and Personal Management (70%)

• Provide day-to-day assistance and administrative support to the CEO and his family
• Manage CEO's calendar and family’s calendar, including all appointment scheduling (business and personal)
• Arrange complex and detailed international business and leisure travel itineraries for CEO and his family (including flight, accommodations/hotel, car, food, restaurant reservations, transportation, activities, conferences, checking-in process, upgrades, etc.)
• Track all expenses, payments and multiple credit card statements in excel spreadsheets, and allocate all items to various categories for accurate documentation of outflows
• Administrative assistance with an e-commerce business (create courier labels, prepare sales invoices, track all sales and expenses, inventory tracking, etc.)
• Manage Aeroplan Rewards and other loyalty programs/status
• Personal errands - gifting/shopping, restaurant reservations, event tickets, registrations, pick up/deliveries, etc.
• Organize and complete document renewals
• Maintain various databases for the office of the CEO (ie. documents, contracts, agreements, property checklists)
• Payment of households bills, and tracking of all household expenses
• You must be able to anticipate the needs of the CEO (thinking ahead about recurring appointments, document renewals, travel needs, etc.). Ability to take on ad-hoc special projects and ambiguous requests. YOU ARE A PROBLEM SOLVER and able to think steps ahead of situations

Office Administration (15%)

• Administrative duties related to the CEO's office (manage and order office supplies, document management, mail, and other office admin tasks)
• Communicate with key stakeholders on behalf of the CEO including staff, clients, partners, investors, charitable organizations
• Analyze and address incoming enquiries (business, personal, charitable) and prioritize appropriately
• Retrieve information and compile documents, as requested, from records, email, minutes, etc.
• Coordinate annual insurance renewals – commercial, personal, properties, vehicles, etc.
• Support the greater team on administrative projects

Properties (15%)

• Manage household errands, paying personal bills, coordination of vehicles (including maintenance), coordination of deliveries
• Coordinate and plan events (dinners, golf, parties) – including managing invitations, staff, logistics, catering, etc.
• Oversight and assist with operations of multiple personal properties including managing relationships with vendors and household staff, and serving as point of contact for external vendors

Requirements

• A minimum of 5 to 10 years of professional experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant, Administrative Assistant, or Office Manager
• Experience supporting a CEO or President is strongly preferred
• Strong excel spreadsheet skills required
• University/Post Secondary Degree is preferred
• Accounts Payable experience
• Ability to tackle a to-do list independently and proactively, while juggling multiple priorities and deadlines
• You are curious and a fast learner
• Highly resourceful: you thrive when problem solving and completing tasks efficiently, you are comfortable performing research on new topics
• Highly organized: able to create systems for organization and ensure tasks are done on time
• Detail oriented: ability to complete tasks to specifications and with obsessive attention to detail
• Strong communication skills (written and verbal): engage effectively with many stakeholders via email, text, phone, and in-person, highly professional communicator, strong relationship management skills
• Strong problem-solving skills: tackle any task assigned independently, and proactively address issues that may arise
• Flexibility: adapt effectively to changing situations, flexible, highly responsive, ability to work beyond standard business hours (if needed)
• Strong interpersonal skills
• Ability to handle stressful situations and work under pressure with ease and good judgement
• Proven experience maintaining the highest standards of privacy, confidentiality, integrity and discretion
• Professional and polished demeanor - emotional maturity & strong judgement
• Driver’s license is an asset

Klass is committed to a diverse and inclusive workplace. Klass is an equal opportunity employer committed to a barrier-free recruitment and selection process. We believe that getting to the best outcomes requires diverse perspectives and backgrounds. We encourage applications from everyone regardless of race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status. Klass provides an accessible candidate experience. If you require any accommodations or adjustments throughout the recruitment/interview process and beyond, please let us know.