Job Description

Executive Assistant to the CEO

Location: Hybrid (In-office and remote)
Full-time: 40 hours per week
Salary: Competitive, based on experience

Executive Assistant

Reports to:

CEO

Role Summary:

The Executive Assistant (EA) will serve as a key support to the CEO, ensuring efficiency in day-to-day operations and strategic initiatives. This role will manage executive scheduling, administrative tasks, HR coordination, and special projects. As a fast-paced generalist role, the EA must be highly organized, adaptable, and proactive, with a strong ability to prioritize competing demands. This position offers an opportunity for professional growth within the organization, with the potential to expand responsibilities over time.

Key Responsibilities:

1. Executive Support:

Manage and optimize the CEO's calendar and email, including scheduling meetings, email management, coordinating travel, and handling logistics. Serve as a point of contact for internal and external communications on behalf of the CEO. Help prioritize the CEO's time, blocking out focus hours, personal time and scheduling deep work sessions. Prepare agendas, reports, presentations, and correspondence as needed. Anticipate needs and proactively address administrative and operational challenges.

2. Business Operations:

Track key projects and deadlines using ClickUp (or similar project management tools). Maintain CRM (HubSpot), ensuring customer and sales data is accurate and up to date. Assist with HR and recruiting by posting job listings, scheduling interviews, and managing onboarding checklists. Help with finance tasks such as expense tracking, reconciling receipts, and preparing reports. Track and help implement HR policies and best practices. Improve internal processes and identify ways to streamline efficiency.

3. Human Resources Coordination:

Support HR functions, including job postings, candidate coordination, onboarding, and maintaining employee records. Assist with employee engagement initiatives and internal communications.

4. Project Management & Special Initiatives:

Support cross-functional projects, ensuring timely completion and alignment with company priorities. Conduct research and analysis for strategic initiatives as directed by the CEO. Collaborate with other team members to drive operational efficiency and process improvements.

Requirements:

Three or more years of experience as an Executive Assistant, Operations Coordinator, or similar role. Strong proficiency in HubSpot CRM (or similar CRM tools). Experience with ClickUp or project management tools. Advanced skills in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail). Comfortable using Apple computers and macOS. Excellent written and verbal communication skills. Highly organized, detail-oriented, and proactive in problem-solving. Ability to manage multiple priorities, meet deadlines, and stay one step ahead. Strong discretion and confidentiality in handling sensitive company and personal matters.

Education & Training

Bachelor's degree in Business Administration, Communications, or a related field. Executive Assistant certification or administrative training (CAP, PACE, or similar) is a plus. Experience in a start-up or fast-paced tech environment is a strong asset.

Additional Qualities That Make You a Great Fit

Experience in a startup or fast-paced environment. Basic knowledge of HR processes and compliance. Background in project management or operations. Interest in growing within the company and taking on broader responsibilities.

What We Offer:

Opportunity to work closely with leadership and gain hands-on experience in a growing company. A dynamic and fast-paced work environment where no two days are the same. Professional growth opportunities with the ability to take on new responsibilities over time. A collaborative and supportive team that values initiative and problem-solving.
Deadline to apply: March 1st 2025

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Benefits:

Dental care Extended health care Paid time off
Schedule:

Monday to Friday
Work Location: Hybrid remote in Saskatoon, SK S7N 3R3

Application deadline: 2025-03-01
Expected start date: 2025-03-17