Job Description

WHO IS TWO WORLDS CONSULTING? Two Worlds Consulting (TWC) is a Canada-wide social and environmental consultancy. We work with Indigenous Nations, the private sector, and government to support rigorous process, informed decision-making, and shared prosperity. Our commitment to people\xe2\x80\x94and to more than one perspective\xe2\x80\x94is clear in everything we do. For more information about TWC, please visit our website at twoworldsconsulting.com. POSITION DESCRIPTION Our CEO & Founder, Jen, and our executive team need an Executive Assistant (EA) who can help them stay on top of their virtual stacks of email, constantly packed and changing calendars, and take care of all those miscellaneous tasks that take their time away from leading our very rapidly growing team. If you are the right candidate for this position, you will have done all this before and have your own war stories about insane calendars and taking on all the essential things that need to get done in a business but don\xe2\x80\x99t quite fit into anyone else\xe2\x80\x99s job descriptions. Ideally you are also familiar with the idiosyncrasies of entrepreneurs and the challenges they face as their company evolves. If you\xe2\x80\x99ve done all this in a consulting environment and know exactly what is meant by the comment \xe2\x80\x9cconsulting isn\xe2\x80\x99t for everyone,\xe2\x80\x9d then we absolutely want to hear from you. One more note \xe2\x80\x93 our team works hard, and we are not joking when we say, \xe2\x80\x9cdynamic environment.\xe2\x80\x9d However, we believe in balancing that by enabling our team members to shut down at the end of the scheduled workday and not carry work into their personal time. Unlike many EA roles, this one isn\xe2\x80\x99t intended to be 24/7. There will be occasions when something is required after business hours, but it won\xe2\x80\x99t be a lifestyle. DUTIES AND RESPONSIBILITIES - Develop a solid understanding of our executive team\xe2\x80\x99s roles at TWC as well as the company strategy, values, goals, and operational practices to enable you to provide effective recommendations and make informed, independent decisions.
- Prioritize email inquiries and requests and identify what should be redirected within the company or what you can handle yourself before they need to go to our executive team. Prepare draft responses wherever possible.
- Help our executive team beat the game of Calendar Tetris by triaging meeting requests and holding enough space in her calendar for her to do the deep work too.
- Keep the executive team proactively informed on the status of key tasks and projects \xe2\x80\x93 both your own and within the organization - so that they never has to do follow-ups themselves. Sometimes this will mean chasing down liaising with other team members and nagging them about tactfully reminding them of their own accountabilities.
- Coordinate everything from travel bookings to the logistics for company events, training sessions, and client meetings. Ideally you should be able make sure that everything always goes perfectly, meetings aren\xe2\x80\x99t delayed, and flights are never cancelled but when things inevitably do go south, you quickly find alternative solutions and help manage the ripple effects when things don\xe2\x80\x99t go as planned.
- Support the rest of the senior leadership team by organizing both internal and external meetings, including collecting and preparing document packages, creating agendas, reminding the senior leadership team to actually read them, and even occasionally taking minutes so that we might remember what we decided to do.
- Be prepared to take on \xe2\x80\x9cany additional duties that may be assigned\xe2\x80\x9d and ad hoc projects that might include everything from conducting research to developing a client presentation to figuring out where to get the best vegan cake in various cities across Canada. Occasionally you may be asked to run some personal errands for Jen as well. QUALIFICATIONS - You can tell stories about the times you have performed miracles like track down a suit in a strange city at 9:00pm for someone who has a critically important meeting at 8:00am the next morning and managed to only pack a pair of their rattiest jeans.
- You know exactly what is meant by Calendar Tetris and have lived it and fixed it.
- You are a very capable and experienced user of all the MS Office applications and don\xe2\x80\x99t flinch when someone mentions SharePoint. You also know how to use all the mysterious Outlook tools that most people aren\xe2\x80\x99t even aware of.
- You\xe2\x80\x99re used to acting on behalf of senior executives with minimal guidance and making it seem to the outside world like you\xe2\x80\x99re practically the same person. You are also used to helping that senior executive work effectively with you and establishing procedures and practices that can keep you both on the same page.
- You can get things done in an organization when you don\xe2\x80\x99t necessarily have authority, but you do have influence due to the relationships that you built based on your ability to deliver on commitments, your own expertise, and your winning personality.
- You are a good writer with such extreme attention to detail that you\xe2\x80\x99re often asked to review and edit others\xe2\x80\x99 work, or you are the final proof-reader before anything important leaves the office.
- You would be bored if your working life is always routine, and genuinely love working somewhere that is consistently dynamic and fast-paced. You typically embrace change and are comfortable with the uncertainty that can accompany it.
- Your first response when something goes sideways is to start figuring out ways to fix it (or laugh, mutter a few curse words, and then start figuring out ways to fix it).
- You are a vault for confidential information and can be trusted with everything from payroll numbers to highly sensitive project details.
- You are consistently described with such words as kind, thoughtful, considerate, trustworthy, caring, and supportive. You don\xe2\x80\x99t do office politics and you always find ways to support and build up your colleagues. People genuinely enjoy working with you, even when you must tactfully remind them of their own accountabilities. WORKING LOCATION & OTHER ITEMS OF INTEREST This position is based in our head office in downtown Victoria, BC, just a few minutes slow walk from the Inner Harbour and some of the best coffee shops, restaurants, and shopping in Victoria. Our building offers secure bike storage and the company of pigeons who like to hang out on our windowsills and judge us while we work. The dress code is business casual, but more casual than business, and our schedules are flexible. EMPLOYMENT EQUITY As an Indigenous-owned organization, we are committed to developing diversity within our workforce and specifically to increasing Indigenous representation within our organization. We ask Indigenous candidates to self-identify in their cover letter so that we consider their application accordingly. TWC welcomes all cultures, ages, genders, sexual orientations, and abilities. We recognize and celebrate the diversity of all peoples and actively promote development of inter-cultural competence within our team. If any candidate requires an accommodation or support to participate in the application process, please contact our HR Department via email at hr@twoworldsconsulting.com or call us at 778-401-6825. HOW TO APPLY To apply, please submit your resume and a cover letter telling us the single most important skill you think an EA needs and why via our application portal, Humi (https://twoworldsconsulting.applytojobs.ca/corporateservices/22549), by June 25, 2023. While there is an application close date, resumes will be reviewed as we receive them. We look forward to receiving your application. Job Type: Full-time Salary: $60,000.00-$90,000.00 per year