Core Values, Purpose and Vision

At canfitpro, we live and breathe our Core Values of Caring Community, Curiosity, Commitment, Contribution, Customer Mindset and Cultivate a Passion for Fitness, and we are here for a Purpose: To inspire fitness as a desired career and lifestyle to create positive change in the lives of others. Our vision is aspiring to deliver accessible learning experiences to a global audience, making fitness and mental health a part of personal wellness for everyone.

Job Overview

The Executive Support Specialist is responsible for providing high quality administrative support for members of the senior leadership team. This role understands the priorities and work requirements of the organization and designated senior leaders. The Executive Support Specialist is well versed in departmental, and company policies/procedures; structures and stakeholders, and maintains strong relationships and up-to-date information gathering to deliver optimal service and support.

Key Responsibility

1. Executive Administrative Support:

- Maintains and manages senior leader appointments, schedules, and calendars, including arranging meetings, activities, professional development and networking commitments as directed:

• Provides counsel and recommendations on priority and schedule management

• Accepts meeting invitations in Outlook and sending meeting invitations to the appropriate parties

• Navigates multiple schedules and priorities to ensure appropriate triage and scheduling of requests, execution and follow-up

- Manages and screens e-mail messages for senior leaders (where applicable), and provides assistance with prioritizing, flagging, tasking, filing and responding to items

- Participates in the review, and improvement of approach to best support the individual needs of senior leaders

- Prepares supporting materials and information packages for meetings

- Facilitates and records minutes and/or notes and action items at senior leadership and other meetings as required

- Disseminates, coordinates and tracks meeting action items required for follow up

- Attends all major meetings/gatherings to ensure senior leadership priorities are captured in minutes and/or notes. Also, provides support in preparation for the meetings from a logistics, agenda development and coordination point of view

- Acts as a liaison on behalf of senior leaders to facilitate communication between their direct reports, departments and other internal and/or external partners and vendors

- Plans and coordinates travel arrangements, including itineraries with fluent planning and timelines

- Completes monthly expense reports on behalf of senior leaders

- Assists senior leaders to review expense items and manage time approval for their direct reports

- Builds and maintains relationships with the Executive Team and all levels of management to keep the chain of communication open, and functioning effectively

- Schedules, manages and tracks partner/ vendor visits (where applicable)

2. Department Support:

- Plans, supports and manages the preparation of meetings and seminars, summits, etc.; takes minutes and/or notes as directed and initiates appropriate action items and follow-ups for the respective senior leaders

- Supports in the preparation, review, and summary of reports and documents and takes initiative to determine next steps according to Department and organizational priorities

- Assists with preparation of partner/ vendor contracts as needed • Assists with onboarding and offboarding of Associates

- Completes activities for departments as requested by the senior leaders, (e.g., management of regular department or team meetings)

3. Event & Meeting Planning & Logistics

- Coordinates logistics for meetings & events, including securing of space, audiovisual needs, support from Technology & Information Department, including setup and tear down

- Coordinates catering, secures presenters, orders promotional materials or products applicable to the meetings or events

- Develops agendas, distributes and tracks invitations

Communication/Business Relationships

Internal (within the Organization)

Contacts: Senior leadership team and managers, other administrative support Associates. All canfitpro Associates

Purpose of Communication:

- Meeting management

- Information requests and sharing

- Collaboration

- Discussions facilitation

- Distribution of meeting notes, and initiation of follow-ups.

- Request for reports/statements

- Expenses management and approval

- Partner/ vendor contracting support
External (outside the Organization)

Contacts: Vendors/Key Business Partners

Purpose of Communication:

- Meetings coordination

- Distribution of meeting notes, and initiation of follow-ups

Qualifications

Education

Minimum Required:

• College Degree in Business Administration or related field

Work Experience

• 7+ years

• 3+ years in administration, executive support is an asset

Knowledge, Skills and Abilities

• Advanced Computer Skills

• Microsoft Office (i.e. Word, PowerPoint, Excel, etc.)

• Adobe Acrobat

• Knowledge of office administrative practices and procedures, including the use of standard office equipment

• Maintain confidentiality of sensitive information

• CCAP Designation OR PMP Certification is an asset

Core Competencies

Comfort Around Higher Management: Can work comfortably with Senior Leaders. Can confidently present to Senior Leaders. Understands Senior Leaders' expectations and can craft an approach likely to be seen as appropriate and positive. Can determine the best way to get things done with Senior Leaders by understanding their working style and needs.

Learning on the Fly: Learns quickly when facing new problems and is open to change. Versatile learner and enjoys the challenge of unfamiliar tasks. Analyzes both successes and failures for clues on how to improve and/or self-develop. Experiments and thinks outside the box if necessary to find solutions.

Interpersonal Savvy: Relates well to people inside and outside of the organization. Builds appropriate rapport. Builds constructive and effective relationships. Uses diplomacy and tact. Can diffuse even high-tension situations comfortably. Organizing: Can marshal resources (people, funding, support) to get things done. Can balance multiple activities at once to accomplish a goal. Uses resources effectively and efficiently. Arranges information and files in a useful manner.

Attention to Detail: Employs active listening to collect and gather specific and pertinent details. Includes sufficient details when documenting or presenting information. Explores the problem and all of its elements until the reasoning has been found so that it can be resolved accurately

Employment Conditions

• This position is a hybrid role based 2 days of a week out of canfitpro Home Office at 225 Select Ave.

• Occasionally work off-site and travel may be required during our Annual Global Fitness Conference.

Working Conditions

• Continuous sitting, use of computer, keyboard and phone.

Perks of working at canfitpro

• To help lead canfitpro in its vision- we aspire to deliver accessible learning experiences to a global audience, making fitness and mental health a part of personal wellness for everyone.

• FREE Fitness membership and one complimentary membership for friends and family.

• Group benefits plan designed to meet employees' basic and life-changing benefits needs.

• Diversity, Equity and Inclusion learning & advocacy to create and support a culture of learning, unlearning and celebrating our differences.

• You will receive a paid day off during your birthday month every year.

• Your career development is supported through free online learning in all areas of our business

• canfitpro provides access to our certifications and continuing education at no cost.

• Employee Recognition Program - Bucket list - Earn coins that can be redeemed for various gift cards.

canfitpro is committed to creating a diverse, inclusive and equitable environment to empower and create access and opportunity for all. We welcome applications from people of all underrepresented groups, including (but not limited to) people of any gender, age, or religion, members of the LGBTQIA2+ community, BIPOC and other underrepresented races and nationalities, veterans and anyone who may contribute to the further diversification of Canfitpro.
canfitpro is an equal opportunity employer. Upon request, we will make accommodations available during the recruitment process to applicants with disabilities.

Compensation:

This job posting is for an existing vacancy.

Canfitpro is committed to creating a diverse, inclusive and equitable environment to empower and create access and opportunity for all. We welcome applications from people of all underrepresented groups, including (but not limited to) people of any gender, age, or religion, members of the LGBTQIA2+ community, BIPOC and other underrepresented races and nationalities, veterans and anyone who may contribute to the further diversification of Canfitpro.
Canfitpro is an equal opportunity employer. Upon request, we will make accommodations available during the recruitment process to applicants with disabilities.

Recruitment Fraud Alert

Many companies are experiencing an increase in recruitment fraud in the form of fake job postings on social media and career sites.

Protect yourself:

GoodLife Fitness, Fit4Less, canfitpro, and GoodLife Kids Foundation positions are posted to jobs.goodlifefitness.com and must be applied to via the secure portal on that site; Job offers or requests for banking information or your SIN will never be sent via email, phone, or text message; Please verify that the person you are communicating with has an @goodlifefitness.com, @fit4less.ca, @canfitpro.com, or @goodlifekids.com email address.

If you currently work for us, Associates should only apply to positions on the Jobs Hub in Workday and all job offers, requests for banking information or your SIN should be completed when logged into Workday. We will never ask you to send this information via email, phone or text.

Please verify that the person you are communicating with has an @goodlifefitness.com, @fit4less.ca, @canfitpro.com, or @goodlifekids.com email address.