Executive Assistant

At Phantom, making life better is our mission: for our customers and our employees. We’re driven by our vision and values – it’s what sets us apart – and what makes Phantom Screens a special place to work. Since our beginning, in 1992, Phantom has excelled, expanded, and stayed laser-focused on our passion: making and installing the highest-quality retractable screens on the market. Now we’re THE top-selling retractable screen in North America, and our products are international.
We have an opportunity that may be the perfect fit for you. It’s not easy to describe all the responsibilities you’ll hold in this role, the kind of person that you may be and what a day to day looks like – but what is easy to describe is what you as an individual values: communicating with honesty and integrity, putting people first, building trusting relationships, and pursuing excellence.
We’re looking for an Executive Assistant who will report to our Manager of the Office of the CEO.
SUMMARY:
The Executive Assistant (EA) is a key member of the Office of the CEO team. The EA is responsible for calendar & meeting scheduling support and carrying out hospitality and hosting duties on behalf of the CEO and Manager of the Office of the CEO. The EA provides confidential administrative support, uses discretion and judgement in the handling of confidential and sensitive materials, is methodical and highly organized, and is able to structure workflow to accomplish multiple and changing priorities. They also provide support for planning & logistics coordination of staff events including Making Life Better initiatives, and act as our key contact for our corporate charities. As an integral member of the Phantom team, the Executive Assistant will foster a positive work environment and is expected to consistently demonstrate and encourage in others the organization’s core corporate values.
THIS IS THE POSITION FOR YOU IF:

• You have a keen understanding of the need for confidentiality and the ability to use judgement and discretion with sensitive information
• You have a pocket full of executive administrative superpowers
• You are incredibly resourceful and naturally perceptive
• You are solution-oriented and are a professional problem solver
• People are drawn to you; you are personable, friendly and build strong relationships with anyone and everyone you meet
• Communication comes easy. You are thoughtful, precise, professional, and cool as a cucumber no matter what the message is
• You demonstrate a high level of integrity and discretion when handling confidential information
• You are a go-getter - no task is too small and nothing is impossible
• You naturally anticipate needs, and proactively make moves to increase capacity for your executive
• You’re comfortable pivoting as priorities shift; you’ve got backup plans and resources in your pockets, ready for whatever comes your way
• You hold yourself to high standards in the work that you produce and motivate others to do the same
• You take pride in your team’s successes - big and small!
• You listen actively and your note-taking mastery ensures that you never miss a beat
• You get excited by details, planning, organizing, and executing to perfection
• You enjoy working hard, getting the job done, and celebrating with some fun
• You respond to internal and external inquiries by communicating in a fun and professional manner
• You are action-oriented; you filter through the fluff and get down to business with the details like: “What exactly are we doing and by when?”
• You’re not afraid to jump in to get things done - picking up food, flowers or flipcharts!

IN THE ROLE, YOU WILL BE:

• Gatekeeping the CEO’s time to prioritize high-impact company initiatives, filtering out the background noise
• Taking the driver's seat of the CEO’s calendar and email inbox; responding on her behalf from time to time
• Fully managing and coordinating complex travel itineraries and logistics (business and personal) for the CEO
• Managing all team communications on behalf of the CEO
• Ensuring that the CEO is up to speed on all company metrics, ongoing initiatives and projects, allowing for faster and better decision making
• Managing projects to ensure everything stays on track, within budget and scope
• Ensuring that the team is well-prepared for meetings in advance with an agenda, clear goals and outcomes; You are here to make meetings more powerful and efficient •
• Organizing and managing executive tasks
• Creating on-brand assets to support the CEO’s presentations to internal and external stakeholders
• Managing the office logistics and taking care of day-to-day tasks such as going to the post office, creating photocopies, organizing files
• Liaising with external vendors and third-party contractors
• Maintaining highly confidential information for the business, team, or leadership and ensuring information is handled appropriately
• Overseeing and assisting with internal policies and projects to keep the organization on track

EXPERIENCE REQUIRED:

• 3+ years of executive support that required tremendous professionalism, confidentiality, organization, and accuracy
• Experience supporting an executive who oversees a complex organization
• Experience coordinating projects involving multiple stakeholders
• Strong experience with Google Drive, Google Suite, MS Office, OneDrive and Canva
• Ability to travel to company events within North America

Phantom Screens is an equal opportunity employer, and we are committed to welcoming all individuals; from diverse backgrounds with diverse perspectives. However, we will only be reaching out to those candidates who are moving forward in the recruitment process. If you have previously applied and haven’t heard back from us, we encourage you to gain additional skills and continue to apply.
If you require additional assistance with your application, please contact hr@phantomscreens.com.

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