Job Description

Heaps & Doyle Heaps & Doyle is a diversified group of companies that include brokerage, recruitment services, coaching and growth services Executive/Personal Assistant to the President This role performs more than administrative tasks; it is our President\xe2\x80\x99s \xe2\x80\x9cright-hand person\xe2\x80\x9d who enables them to advance company initiatives and goals as well as manage personal projects, various properties and businesses as well as deliver against the strategic plan of the organization. The EA/PA will filter and attend to the day-to-day functions that are part of the executive\xe2\x80\x99s daily life. Responsibilities: Key responsibilities include but are not limited to the following:

• Work directly with the CEO to support all aspects of his daily work routine.
• Maintain the CEO\xe2\x80\x99s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CEO, clients, staff, industry colleagues and the public. This includes receiving and screening the CEO\xe2\x80\x99s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other Heaps & Doyle staff as needed; play a key role in the coordination of staff efforts both within and outside the department, when the CEO is required to be involved.
• Provide coordination, monitoring, and communication of projects and programs managed by the CEO .
• Assist in business project management activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration with clients, end-users and key stakeholders. (Utilizing strategic coach initiatives)
• Manage personal investment and home properties of the CEO, including renovation projects, maintenance, lease management and finances.
• Assist the CEO in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/ text messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CEO\xe2\x80\x99s signature.
• Schedule and attend departmental meetings; assist in the preparation and distribution of meeting agendas, minutes and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems and tax files.
• Maintain confidential and sensitive information for both the business and the personal affairs of the CEO.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including both business and personal projects, supporting/managing as needed.
• Work directly with the CEO to support all aspects of his daily work and personal routine.

Skills and Qualifications Key skills for this role include but are not limited:

• Project management skills, strong financial acumen
• Excellent written and verbal communication skills
• Exceptional time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask,
• Advanced understanding of frequently used computer software and programs, such as Microsoft Office
• Interpersonal skills, ability to handle sensitive information and situations.
• Confidentiality
• Flexibility to time shift as required by the needs of the Executive when travelling
• Five years experience as an EA or similar role

Job Types: Full-time, Permanent Salary: $75,000.00-$110,000.00 per year Benefits:

• Dental care
• Extended health care

Schedule:

• 8 hour shift

COVID-19 considerations:
Our office follows all covid precautions and recommended guidelines. Education:

• Bachelor\'s Degree (preferred)

Experience:

• executive assistant: 5 years (required)

Language:

• English (preferred)

Work Location: One location Application deadline: 2023-04-30