SUMMARY OF POSITION
The Assistant to the Office of the President & CEO will provide both high-level and administrative support to the President & CEO and will bring experience in handling a wide range of administrative and support-related tasks. The ideal candidate will thrive in a fast-paced, high-performance, and results-driven environment. The ability to simply ‘get things done' under ambiguous, time-constrained, high-pressure circumstances are imperative. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with exceptional written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Job Responsibilities:
Corporate Secretary
· Plans and coordinates all logistical aspects of Board, leadership team, and company events (virtual, in-person, and offsites).
· Arranges complex and detailed travel plans, itineraries, and agendas.
· Takes notes/minutes in board, committee, and other meetings and completes internal follow-up for information and materials resulting from meeting action items.
· Ensures proper filing of the corporate record and is owner of the recordkeeping of policies and minutes.
· Acts as liaison with the Board of Directors, organizing quarterly meetings, hotel bookings, and travel.
Office of the President and CEO
· Represents President & CEO by email and phone calls, and occasionally meetings with internal and external stakeholders.
· Assists the President & CEO in keeping on top of key initiatives and assisting executives with deadlines.
· Oversees the President & CEO's personal CRM, providing considerate recommendations for gifts, note cards, and staying updated on other celebratory occasions within their extensive professional network and team.
· Responsible to attend meetings with the President & CEO and provide an overall picture of productivity to executives and stakeholders, and transmit the information as required.
· Conserves the CEO's time by reading, researching, collecting, and analyzing data as needed for meetings and events in advance.
· Drafts letters, emails, reports, and other correspondence on behalf of the President & CEO.
· Fosters collaboration by building solid relationships with internal and external stakeholders on behalf of the CEO, ensuring prompt follow-ups to streamline decision-making.
· Acts as both "gatekeeper" and "gateway" while managing a complex, active calendar, including proactive anticipation of schedule conflicts.
· Completes all ad hoc projects as needed and ensures a smooth transition when handing them off.
· Acts as a "barometer," having a sense of the issues taking place in the environment.
· Demonstrates independence, good judgment, and practical problem-solving skills when making decisions, taking action, or working with others.
· Confidently and discretely works with confidential and high-priority information.
· Reviews and submits expense reports.
· Maintains accurate confidential files and data records.
Requirements
This role may be for you if you are:
· A strategic thinker: explores various avenues and solutions to tackle challenges.
· A proficient communicator: clear, concise, and professional in your interactions.
· Exceptional at time management: skilled at prioritizing tasks, maintaining focus, and organizing your workload efficiently.
· Service-oriented and committed to exceeding expectations.
· Proactive and skilled at anticipating needs before they arise.
· Open to giving and receiving direct feedback: able to articulate needs, questions, and goals clearly and succinctly, and comfortable seeking clarification or guidance to ensure accurate execution of tasks, scheduling, and meeting arrangements.
· Adaptable: capable of quickly adjusting to changing priorities while keeping track of all moving parts.
· Independent: capable of working autonomously with sound judgment.
· Resilient: adept at handling challenges and adapting effectively to changes.
· Possess excellent interpersonal skills: high emotional intelligence, actively listens, collaborative, maintains a positive attitude, and shows respect towards others.
Qualifications:
· 5+ years of experience across diverse industries.
· Bachelor's degree or higher.
· Advanced proficiency in standard technologies such as the MS Office suite, Google suite, Notion, and Slack.
· Background in technology, hospitality, financial services startups, or similar fields.
· Demonstrated experience as an Executive Assistant supporting C-level executives.
Benefits
GFD offers a comprehensive benefits package to our full-time employees, which includes:
· Competitive base salary
· Comprehensive benefits plan covering medical, dental, vision care, paramedical services, life insurance, and disability coverage
· Generous RRSP matching plan
· Vacation plan based on years of service
· Best-in-class Employee Assistance Program
· Hybrid work structure allowing for 2 days in the office and 3 days working from home
· Strong commitment to learning and development for all employees