Job Description

Overview

We are seeking a confidential, highly organized, proactive, and resourceful Executive Assistant to support the Chief Executive Officer in both professional and personal matters. This role requires exceptional attention to detail, discretion, and the ability to manage a diverse and ever-evolving workload. The ideal candidate will be a strategic partner to the CEO--helping streamline daily operations, manage priorities, and ensure that the CEO's time is maximized and personal affairs are handled seamlessly.

Functional Accountabilities

Inbox management - triage, organize, facilitate responses Task management and action item logging, inclusive of note taking and dictation Calendar management, inclusive of meeting scheduling Travel arrangements - bookings, itineraries, expense reimbursement Professional and personal correspondence drafting Professional reports and presentation preparation Personal errands and ad hoc tasks as required Facilitate CEO approvals on a variety of tasks and activities Overall administration - reminders, appointment bookings, document filing Act as a point of contact for EZ STAK inbound calls Support EZ STAK's Steering Committee with administrative matters as required Meeting logistics - CEO, board, Steering Committee, company wide Catering/food for various events Ensure CEO's day to day runs smoothly in all aspects to support focus and efficiency for EZ STAK

Key Competencies - Skills, Qualifications, Experience

3 + years of experience successfully supporting senior leaders or executives in an entrepreneurial or professional office environment (i.e. law, medical or accounting office) in both personal and business matters Degree or diploma in Office/Business Administration/Management is considered an asset

Confidentiality:

The CEO's personal and professional matters must be handled with absolute discretion. Maintaining trust is key.

Proactivity:

Operates with a solution focused mindset and "get it done" attitude, approaching challenges with openness and capability for resolution and needs anticipation.

Organizational Skills

: Ability to manage schedules, handle multiple tasks, and keep track of important deadlines. This includes proficiency with calendar management, project management tools, and maintaining orderly records.

Communication Skills

: Clear and effective communication is essential. Adept at handling emails, drafting correspondence, and managing client interactions professionally. Good English skills - both verbal and written.

Tech Savvy

: Proficiency with various software and platforms - Office Suite, Teams, AI, Metronymics Growth Systems.

Time Management

: Effective prioritization of tasks and managing time efficiently to meet deadlines and handle a dynamic workload.

Customer Service

: Skills in providing excellent customer support, addressing client queries, and ensuring positive client experience.

Adaptability

: Ability to quickly adapt to changes, whether it's new tools, shifting priorities, or evolving business needs.

Problem-Solving Skills

: Capability to handle unexpected issues and find solutions proactively.

Self-starter/Initiative:

Takes initiative, ability to work independently with minimal supervision, proactive to find solutions and solve problems. Resourceful and anticipates needs.

Attention to Detail

: Precision in handling tasks like data entry, scheduling, and ensuring that all details are accurate and up to date.

Lifelong Learner

: smart, curious and willing and open to learning new skills, tools that help to become higher quality and more efficient with all tasks.

Metrics

Administrative Support/Task Management -

95% of daily required tasks completed, error free

Calendar Management -

0 missed meetings/appointments, scheduling conflicts or unplanned changes due to oversight or missed entries/bookings

Communication Management -

100% of daily emailstriaged, filed and addressed(as requested)

EZ STAK Values

Integrity:

We always do what's right.

Respect:

We believe people and property matter.

Teamwork:

We pull together to win.

Optimism:

We persevere with enthusiasm.

Curiosity:

We are hungry to learn, improve and succeed.
Join our team as an Executive Assistant to the CEO, where you will play a vital role in supporting our leadership while contributing to the overall success of our organization.

Job Types: Full-time, Permanent

Pay: $65,000.00-$70,000.00 per year

Benefits:

Dental care Extended health care On-site parking Paid time off RRSP match Vision care
Schedule:

Day shift Monday to Friday
Experience:

Executive Assistance: 3 years (required) Calendar management: 3 years (required) Inbox management: 2 years (preferred)
Work Location: In person