Executive Assistant

Are you an experienced Executive Assistant who can take over my calendar, e-mail and project management to free up my time so I can focus on my core areas of expertise and in turn help the company grow?

NOTE: For this role do not send a generic application, portfolio or resume or any other documents. To apply tell me what you like about the role of being an Executive Assistant and what you would achieve in the first 30 days in the role. Please read the job description and expectations before applying. Thank you in advance for your interest.

Your role is to help me reclaim my time, efficiency, and maximizing my productivity through strategically and methodically managing the processes and having the initiative and skills to suggest, create and execute other needed processes that are not yet in place. This will include managing calendars, email and the administration of numerous client projects. In many cases, you will be the first point of contact for many clients and other employees’ communications.

The company, a marketing and branding consultancy in the real estate investing space is based in Canada and works with a variety of small to mid-size real estate investor companies and individuals. We handle a cross-section of marketing tasks including content marketing, podcasts, social media and video production.
We have grown significantly over the last few years and now need to hire several key roles, starting with the Executive Assistant to the CEO.

You Will Own: maximizing the productivity of the CEO you support – helping our executive reclaim their time, and efficiency, and maximizing their productivity through your active partnership, anticipation, and support. From managing calendars to travel itineraries to meeting logistics, you’ll free up time so that the executive is more available and prepared to make crucial and timely business decisions.

You Will Teach: the rest of the team the most effective ways to engage with the executive you support, including the best way to schedule and ensure they have the right background and information for timely decision-making.

You Will Learn : How the executive you support likes to organize their day, weekly/monthly schedule, the norms and values of the executive overall, the norms and values of the executive you support, your personality profile and how you might adapt your style to be most effective based on the personality profiles of the team you work with, how shifting company priorities affect your executives’ focus, and to appreciate the challenges and demands executives face on a day-to-day basis as well as on a broader business level.

You Will Improve: coordination between employees, the readiness of your executive, the effectiveness of the meetings attended by the executive you support, the timeliness of decision making, and overall effectiveness of the executive and their team.

The Skill Set
– At least two years of supporting Senior Level Executives at an organization
– Excellent time management and organization skills
– Strong written and verbal communication skills
– Proficiency in Google/Microsoft Office Suite, and various other common technologies
– A mandatory high degree of discretion with confidential information

Within the first month, You’ll…
– Complete your onboarding where you will learn about the business, our goals, Revenue, Marketing, and how you will work alongside the rest of the team to help make the executive more productive. You’ll also get a chance during your first few weeks to kick off your first process project.
– Hold daily 1:1’s with our CEO to get an understanding of their current needs and preferences.
– Connect with our employees to understand current processes, areas of focus, and document responsibilities.

Within the first 3 Months, You’ll…
– Manage the executive’s daily calendar, including scheduling meetings, confirming appointments, email and organizing available background information & notes.
– Manage the weekly agenda and attend Revenue and Marketing meetings, taking meeting notes, and tracking action items for follow-up.
– Manage logistics and attend Revenue and Marketing departmental monthly all hands and quarterly team outings.
– In partnership with the CEO and the rest of the team to keep the 3-12 month forward-looking calendar updated, locking in key dates such as meetings, executive meetings, and semi-annual planning sessions.

Within 6 Months, You’ll…
– Act as an all-around gatekeeper and strategically manage the time of the CEO you support with respect to priorities, goals, and objectives.
– Embrace a variety of special projects and duties usually focused on helping your executive and the team to improve processes and show the level of appreciation they have for each individual on the team.
– Build a playbook for your role anticipating the growth of the executive assistant function.
– Participate in semi-annual department strategy and planning sessions providing input and ideas for helping make the executive, the teams, and the functions they own more effective.

Within 12 months You’ll…

– Have a thorough understanding of the business and be looking to hire and manage additional admin assistants or others to support the company’s growth.

OR

– Ready to hire your replacement so you can step into a new role in the company using other skills you have or have been developing.