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greenhouse

Sr. Executive Assistant

Viral Nation Inc.
Toronto, CAN
Senior
Onsite
Discovered 3 weeks ago

Full Job Posting

Responsibilities:

  • Lead and facilitate the successful rhythm of the company (RoC) for Viral Nation as defined and directed by company executives
  • Coordinate and lead physical operations where assigned including managing vendor relationships, reception, maintenance and cleaning, etc.
  • Responsible management and efficiencies surrounding budgets relating to travel, office supplies, incidental expenses, etc.
  • Coordinates the daily calendars of company Co-Founders
  • Plan Company appointments and local in office events
  • Act as the point of contact between the executive team and employees/clients
  • Makes travel arrangements for the senior leadership team
  • Responds promptly to executive queries
  • Facilitates internal communication (e.g. distribute information and schedule presentations)
  • Suggests more efficient ways to run the office and troubleshoots malfunctions
  • Drafts, reviews and sends communications on behalf of company executives
  • Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings
  • Communication management: handling email responses, responding to or redirecting them as appropriate.
  • Meeting coordination: Assisting in the preparation and coordination of meetings, including scheduling, sending out meeting invites, preparing agendas, taking minutes
  • Independently organize and produce both in-person & virtual meetings and conferences, typically in Google
  • Project management: Create and/or modify high quality presentations, reports, and letters, with a high attention to detail, using Google Suite
  • Document prep: Drafting, proofreading, presentations
  • Team coordination and support: supporting the team by facilitating collaboration, resolving conflicts, providing guidance and support, and fostering a positive and productive team environment

Qualifications:

  • Experience supporting multiple C-suite executives
  • Previous experience with various project management tactics and tools
  • Proven ability to successfully juggle and prioritize multiple tasks and projects simultaneously
  • Exceptional time management and organizational skills with acute attention to detail
  • Excellent verbal and written communication skills
  • Ability to work under pressure and manage priorities
  • Ability to work in a team environment, meet tight deadlines, and work on several projects simultaneously
  • Ability to exercise discretion and confidentiality; adept at handling sensitive documents and information
  • Thrive in a fast-paced, quickly changing, growth environment with an optimistic approach to work and life
  • Excellent verbal and written communication.
  • Experience using G-Suite and other applications
  • Strong project management skills; one who thinks ahead and anticipates needs
  • High attention to detail and strong organizational skills
  • DEI Commitment:
  • Viral Nation is committed to diversity, equity and inclusion in our agency. Viral Nation welcomes applications from people with visible and non-visible disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruiting and selection process.

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