Executive Assistant to the CEO

We are currently looking for an Executive Assistant (to the CEO) for one of our global healthcare software clients to support the ongoing growth and expansion of their head office based in Richmond Hill, ON. This role is a hybrid work arrangement. In this position, you will be responsible for managing the day-to-day administrative support to the Executive through complex calendar management to ensure the schedule is aligned with priorities, act as a sounding board, proactively manage email inbox by flagging action items and ghostwriting, and tasks management to support projects through completion. Additionally, the incumbent will be responsible for making travel arrangements, taking notes during meetings, and other administrative tasks. This position is a highly collaborative role that provides great career advancement opportunities for someone willing to learn and grow within this space. 

Responsibilities: 

• Coordinate and manage travel arrangements including management of videographers and key production vendors in cities where the CEO is touring
• Responsible for inbox management, utilizing emails as a proactive tool to prioritize CEO’s time. This will include ghostwriting in a similar tone as the CEO, flagging key action items, and correspondence
• Manage relationships and align the CEO’s priorities by nurturing key relationships both internal and external.  
• Ensure scheduled activities are aligned with the CEO’s priorities and vision
• Optimize processes within the CEO's office to save time and improve the effectiveness
• Practice mindful calendaring and strategically manage and protect the CEO’s time and energy
• Compose correspondence on behalf of the CEO to be shared internally and externally
• Manage the “to-do list,” proactively prioritizing and collaborating to support the completion
• Manage time recording meeting minutes
• Assist with ad hoc projects as needed
• Prepare the CEO for both internal and external meetings
• Take initiative, proactively anticipating what’s next for the CEO so you can prepare accordingly
• Confidently interact with team members, clients, and board members and help make decisions on your Executive’s behalf
• Help with event planning, brainstorming ideas, and coordinating logistic
• Act as an advocate and believer of the core ingredients as well as a mentor

Qualifications: 

• 7-10 years of relevant experience supporting a senior-level executive in scale-up, technology, private equity, or related industry. Previous experience supporting a C-level executive in a fast-paced scale-up environment
• Exceptional attention to detail and professional communication style
• Great attention to detail and organizational skills
• Proactive, flexible, and able to take initiative as needed
• High EQ and a strategic mindset
• Possess business acumen and judgment
• A culture contributor and problem solver 
• Work well under pressure in a fast-paced time-sensitive, ever-changing environment
• Ability to bring a framework to the role in terms of organizational processes and create structure in an ambiguous environment
• Tech-savvy and able to learn new tools quickly
• Process-driven and friendly