Executive Assistant (Junior Level)

As the Executive Assistant to the Director of Operations in an IT company, you will provide key support in managing the operational aspects of the company. You will assist in the coordination of various teams, provide valuable insights for process improvement, and ensure that the company operates at peak efficiency. Your excellent organizational skills, knowledge of IT processes, and understanding of operational management will be key to your success in this role. You are a detail-oriented individual with strong communication skills, a passion for project management, and a desire to contribute to the overall success of our projects. You will collaborate closely with project managers, team members, and stakeholders to ensure seamless project execution and timely delivery.

Responsibilities:

Assist the Director of Operations in the day-to-day management of operational activities such as but not limited to:
Monitor inbox and prioritize action items
Allocate emails to corresponding tickets
Ensure are actions items are scheduled
Review Past Due Tickets and schedule them to ensure efficiency
Coordinate with different department heads and team leaders in the implementation of the company’s policies and procedures.
Assist in planning and execution of projects, ensuring timelines, milestones, and deliverables are met.
Participate in strategic planning, including the development of operational plans, reporting metrics, and resource allocation.
Facilitate communication between the Director of Operations and other team members both internal and external, scheduling meetings and distributing minutes.
Handle administrative tasks such as preparing reports and metrics, managing schedules, organizing files, and maintaining the Director’s calendar.
Collaborate with the Director of Operations in assessing and improving processes and systems to boost efficiency and productivity.
Support the Director in preparing and controlling the operational budget.
Coordinate with HR to ensure that the operational department is adequately staffed and help in the recruitment process when needed.
Maintain knowledge of emerging technologies and trends in operations management
Conduct research as needed
Participate in the implementation of operational change by company and continue implementation for other companies by following established example
Other tasks as required/assigned

Skills & Qualifications:

Proven experience in an operational role within an IT environment, ideally in a similar assistant role.
Strong understanding of IT systems and infrastructure.
Excellent organizational and leadership abilities.
Strong communication and interpersonal skills.
Excellent command of the English language both spoken and written
Proficiency in MS Office and project management software.
BSc/BA in Business Administration or relevant field; MSc/MA will be a plus.
Ability to manage multiple tasks and projects under tight deadlines.
Knowledge of industry’s legal rules and guidelines.

Additional Information:

Time off Policy:

Canadian Public Holidays (paid)
Philippines Public Holidays – no work, no pay policy.

Work Setup:

Directly as a Full-Time Contractor
Permanent Work-From-Home
Monday to Friday
8am to 6pm EST hours
Reporting to Director of Operations

A home office set up:

A working computer with minimum of 8gb RAM, i5 Windows10 or macOS Big Sur.
Stable internet connection with at least 5mbps download and upload.
HD webcam
A quality headset with noise cancellation feature for meetings.
A mobile phone that has the capacity to install the Microsoft Authentication app.

Payrate:

to be determined
The hourly rate allows for billing and compensation of overtime or extended hours worked.