executive assistant
Posted on May 02, 2024
by
Employer details
Proposify
Job details
At Proposify, we value and celebrate the diversity of our team and welcome applications from racially visible persons, Indigenous peoples, women in non-traditional positions, persons with disabilities, and persons of the LGBTQ+ community.
We?re on the lookout for an Executive Assistant to act as an empowering force in support of Proposify?s CEO & COO. The ideal candidate reporting to the CEO will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The ideal candidate will be relied upon to exhibit discretion and tact, as they will be handling complex duties and sensitive information in a well-organized manner.
The ideal Executive Assistant candidate must also have great time management skills, and be able to make decisions/take action with minimal guidance. We rely on this critical support role to be flexible and consistent while maintaining the confidentiality of high-level information.
We?re looking for someone who is experienced, energetic, driven, and excited to contribute to and benefit from our company and our culture. A sense of humour is considered an asset.
Proposify is based in Halifax, Nova Scotia; while this is a *remote position,* we are only inviting candidates within the Halifax Regional Municipality to apply, as some occasional local travel is required.
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#### *What you'll love doing:*
- Work closely with the CEO & COO to proactively address their individual day-to-day needs and help them manage their initiatives, independently and with minimal supervision; ensure the highest level of discretion in providing a comprehensive range of executive support to the CEO & COO.
- Manages the calendars and email triage on behalf of the CEO & COO.
- Coordinates and schedules meetings on behalf of the CEO & COO with internal and external stakeholders.
- Provide support during Executive-level in-person meetings: managing internal and external meeting requests, boardroom reservations, catering orders, preparing meeting materials, arranging resources, coordination with our various internal services, etc.
- Manages incoming and outgoing correspondence; alert, inform and remind the executives of pressing issues and emergent matters; draft executive-level correspondence for internal/external communications.
- Monitor scheduled appointments, upcoming events, and matters requiring immediate attention.
- Act as the primary contact on behalf of the CEO & COO among executives, employees, and outside stakeholders.
- Manage executive travel for the CEO & COO, including coordinating travel bookings and itineraries with the corporate travel agent; address issues that may arise during travel.
- Track and reconcile all expense claims for the CEO & COO.
- Prepare agendas and assign action items at weekly / monthly / quarterly Executive meetings (attendance expected); ensure that notes & next steps are captured, and action items are followed-up upon.
- Provide executive support for all Board of Director related matters for Proposify, including scheduling quarterly meetings, preparing board package materials, distributing and maintaining meeting materials, taking and filing minutes, reconciling resolutions and other relevant stakeholder documentation.
- Coordinate and execute on all company social events (virtual and in-person) with guidance from the Director of Ops & Admin and support from the Events Committee.
- Some personal tasks may be designated, as required, by the CEO & COO.
- Other administrative duties and ad hoc special projects designated by the CEO & COO.
- Performing back-up functions for the Director of Ops & Admin during vacation or other absences to ensure that office-wide support is provided on an ongoing basis;
- Represents the CEO & COO with professionalism in both verbal and written communications, both internally and externally.
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#### *What we'll love about
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LocationHalifax, NS
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SalaryNot available
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Terms of employment
Full time
- Start date
Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9263905643
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