Executive Administrator

Event Specialists is looking for an energetic, self-motivated Executive Administrator who is operationally focused and has a keen eye to detail, strives for accuracy and is driven by process improvement. We are a tech-savvy, client-focused team who regularly challenge the status quo in the events industry and look to improve how we deliver hybrid and virtual event experiences.

If you’re a trailblazer with the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a realistic balance among multiple priorities, we want you to join our team! Reporting to the CEO, this dynamic role will provide operational and administrative support through the management of our systems and processes.

This role is a full-time remote opportunity. At the present time, we will only consider those applicants who are legally authorized to work in Canada. (GTA Preferred)

Your Good at:

● Organizing a fast-moving entrepreneurial CEO
● Working in a highly organized manner where detail, accuracy, urgency, confidentiality and discretion are critical with minimal supervision

Extra Awesome at:

● Having a never say never attitude
● Working well under stress and/or with tight timelines

What You’ll Do:

● Act as a key contact person for the CEO and handle information with an extremely high degree of sensitivity and confidentiality

● Manage executive meetings (prep, document loading, action closing, agenda)
● Manage the CEOs speaking engagement calendar
● Provide administrative support to the CEO including scheduling; organize internal and external multi-party meetings; prepare meeting agendas and support materials.
● Make travel and accommodation arrangements
● Prepare or modify documents such as internal and external presentations, quotes, correspondence, reports, memos and emails.
● Manage CEO’s emails; Reply to emails on the CEOs behalf; Follow-up on actions/email replies
● Administer and control budgets for client projects and contracts.
● Meeting support (e.g., minute taking, summarizing action items and next steps) as required.
● Organize daily schedules, arranging meetings, appointments and managing travel itineraries.
● Build alliances and partnerships with other industry organizations.
● Understand and stay current with industry trends, needs, and competitive landscape.
● Support special projects relating to sales and business development, account management, event management and overall partner success.
● Participate in planning, organizing and implementation of events
● Assist with recruiting when necessary.
● Help promote a company culture that encourages top performance and high morale.
● All other duties as assigned

What You’ll Need:

● University or College Degree
● 5+ years working as an Executive Assistant for C-level executives
● Driver license (preferred)
● Knowledge of basic accounting procedures and terminology, including profit and loss, balance sheet, and cash-flow management.
● Ability to free up the CEO from administrative distractions and help boost productivity
● Ability to build consensus and relationships among managers, partners, employees and contractors.
● Willingness to lead projects and take initiative in areas where deficiencies are noted
● High level of oral and written communication
● Strong work ethic, trustworthy and a team player
● Strong interpersonal skills, integrity and professionalism.
● Ability to travel: occasional to support the CEO and/or event execution

Application Instructions:

● Include a video. You can use a link to an unlisted YouTube video, for example.
● In under 60 seconds, tell us why you’re the best Executive Administrator for Event Specialists.

Due to the volume of applications, only successful applicants will be contacted with next steps.

www.EventSpecialists.ca

Job Type: Full-time

Salary: $60,000.00-$70,000.00 per year

Benefits:

• Casual dress
• Company events
• Flexible schedule
• Work from home

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Executive Administration: 2 years (required)

Work Location: Remote

Application deadline: 2024-03-15